Standing Rules & Bylaws

ARTICLE I: NAME & DESCRIPTION

Section 1: NAME —The name of the organization shall be Chehalis Parent Teacher Organization (Chehalis PTO). 

Section 2: DESCRIPTION - 

  1. Corporate Standing: This unit is incorporated as a nonprofit charitable organization in the state of Washington on 08/21/2022. 

  2. IRS status: This unit was recognized by the IRS as a tax-exempt organization on 09/25/2023 effective 08/21/2022, under section 501(c)(3).

  3. Charitable Solicitation: This PTO unit is registered under the Charitable Solicitation Act, register number 88-3910996. 

  4. Legal Papers: The current President is responsible for verification that these duties have been completed prior to due dates. This unit shall keep two copies of each legal document in two separate locations. The Board of Directors will have one copy at the PTO room and the Treasurer will keep one copy at their residence.

    1. Annual Report for Nonprofit Corporations: It is the responsibility of this unit to file an Annual Report for Nonprofit Corporations with the secretary of state annually before the end of the calendar month during which the original articles of incorporation were filled. Due Date: Before end of August.

    2. Combined Excise Tax Return: It is the responsibility of this unit to file a Combined Excise Tax Return to the Washington Department of Revenue annually. Due Date: January 31st. 

    3. Annual Return Form 990: The current Treasurer will be responsible for filing IRS  990/990EZ/990-N form(s) annually. Due Date: The 15th day of the 5th month after the close of your tax year.

    4. Charitable Organization Renewal: It is the responsibility of this unit to file a Charitable Organization Renewal form to the secretary of state annually. Due Date: 11 months after end of fiscal year. 

Section 3: PURPOSE—The purpose of the PTO is to enhance and support the educational experience at James W Lintott and Orin C Smith Elementary Schools, to develop a closer connection between school and home by encouraging parent involvement, and to improve the environment at our schools through community volunteer and financial support.

ARTICLE II: MEMBERSHIP

Section 1: ELIGIBILITY: Without discrimination, membership shall be open to anyone who supports the purposes and basic policies of the Chehalis PTO, who has paid dues required by the Chehalis PTO.  

Section 2: APPLICATION FOR MEMBERSHIP:

  1. Membership is established by: 

    1. Submitting a membership registration form to the Chehalis PTO, and 

    2. Paying the required membership dues. 

Section 3: MEMBERSHIP DUES: The membership dues for this unit shall not exceed $10 per member.

Section 4: MEMBERSHIP TERM: Upon payment of dues, membership extends through the current academic school year and expires on the first day of the next academic school year. 

Section 5: PRINCIPAL MEMBERS: Principals of the schools will have an honorary voice in decisions brought before the Board of Directors but will not have a vote due to conflict of interest.

ARTICLE III: OFFICERS

Section 1: EXECUTIVE BOARD—The Executive Board are elected officials and consist of the following officers:

  1. President

  2. Vice President

  3. Secretary

  4. Treasurer 

    1. Treasurer and Secretary positions may have co-chairs but only (1) one vote.

Section 2: BOARD OF DIRECTORS – The Board of Directors shall consist of the Executive Board and the chair of each Standing Committee. 

Section 3: QUALIFICATIONS— The elected officials must have been a PTO member for 30 days (whenever possible) and reside within a reasonable commuting distance of Chehalis School District.

Section 4: DUTIES

President: The President shall preside at all membership meetings, by virtue of office be chairperson of the board of directors, present at each annual meeting of the organization an annual report of the work of the organization, appoint all committees, temporary or permanent, see that all books, financial reports and certificates as required by law are properly kept or filed.

Vice President: The vice president shall in the event of the absence or inability of the president to exercise his or her office become acting president of the organization with all the rights, privileges, and powers as if her or she had been duly elected president, and be one of the officers who may sign checks or drafts of the organization

Secretary: The secretary shall keep the minutes and records of the organization in appropriate books, file any certificate required by any statue, federal or state, give and serve all notices to members of the organization, be the official custodian of the records and seal of the organization, present to the membership at any meetings any communication addressed to the secretary of the organization, submit to the Board of Directors any communications which shall be addressed to the secretary of the organization, attend to all correspondence of the organization and exercise all duties incident to the office of the secretary. 

Treasurer: The treasurer shall have the care and custody of all monies belonging to the organization, be solely responsible for such monies or securities of the organization and be one of the officers who shall sign checks or drafts of the organization. No special funds may be set aside that shall make it unnecessary for the treasurer to sign checks issued upon it. Treasure to present a written financial report each month of the organization’s finances.

Section 5: VACANCY—An Executive Board position shall be declared vacant if that person is not present at (2) two consecutive meetings unless excused by the President.

ARTICLE IV: MEETINGS

Section 1: GENERAL PTO MEETINGS— Meetings shall be held at minimum monthly during the academic school year (September through June). General Meetings are subject to change by majority of Board approval.

Section 2: BOARD OF DIRECTORS MEETINGS - Board of Directors meetings of this unit shall be held at minimum quarterly. Special Board Meetings may be called by the President with (10) ten days’ notice. Board Meetings are subject to change by majority of Board approval.

Section 3: EMERGENCY MEETINGS - Emergency Meetings may be called with (3) three days’ notice with unanimous consent of all Executive Board Members. 

Section 4: VOTING— At all meetings, except for the elections, all votes shall be by voice. At any regular or special meeting if a majority so required any question may be voted upon in the manner and style provided for elections. 

  1. General PTO Meeting: Each paid member in attendance (in person or online if available) at a PTO general meeting is eligible to vote. Absentee and proxy votes are not allowed. 

  2. Board of Directors Meeting: Each board of directors member shall have (1) one vote. Standing Committees also have (1) one vote per committee.

  3. Elections: Ballots shall be provided and there shall not appear any place on such ballot any mark or marking that might tend to indicate the person who cast such ballot. At all votes by ballot the chairman of such meeting shall immediately prior to the commencement of balloting appoint a committee of three who shall act as “Inspectors of elections” and who shall at the conclusion of such balloting certify in writing to the chairperson the results and the certified copy shall be physically affixed in the minute book to the minutes of the meeting. No inspector of election shall be a candidate for office or have a personal interest in the question voted upon.

Section 5: QUORUM— A quorum at the Board of Directors meeting shall require that half of the voting members be present. A quorum for conducting business at a General Meeting shall consist of a minimum of (5) five voting members.

Section 6: MEETING PROPOSAL AND AGENDA - All written proposals and meeting agendas will be available to the meeting participants two days prior to such meeting. Additional business at said meeting will be decided on by motion and vote. All meeting agendas will include a briefing of the Chehalis PTO goals and objectives.

Section 7: ORDER OF BUSINESS

  1. Roll call

  2. Reading of the minutes of proceeding meeting

  3. Reports of committees

  4. Report of officers

  5. Old and unfinished business

  6. New business

  7. Good and welfare

  8. Adjournment

ARTICLE V: COMMITTEES  

Section 1: STANDING COMMITTEES: Standing committees shall be voted on annually during the adoption of the standing rules. A report of the committee must be given at each meeting. 

Section 2: VACANCY: Standing Committee position shall be declared vacant if that person fails to stay in contact with the President and not be present at preparation meetings. 

Section 3: AD HOC COMMITTEES: Ad Hoc committees shall have a voice on the Board of Directors. An Ad Hoc committee may be formed during any general PTO meeting by a majority vote of present members. The Ad Hoc committees must consist of a minimum of (3) three PTO members. 

ARTICLE VI: FINANCIAL POLICIES

Section 1: BANKING— Executive Board Members are the only Chehalis PTO members who will be able to sign checks. Chehalis PTO requires (2) signatures on checks. The Chehalis PTO debit card is only to be used by the board of directors when issuing a check is not feasible due to constraints. All purchases must have receipts and unused funds submitted to the treasurer.

Section 2: BUDGET - The budget shall be adopted annually by a vote at a General Membership Meeting. The budget needs to be reviewed and approved by June 30th of each year. The board of directors has the authority to reallocate funds budgeted for one purpose to another purpose with a unanimous vote at a board of directors meeting. The President shall have the authority to approve an additional $200 on any approved line item budget per year.

Section 3 - AUDIT - A financial audit will be done every January and June. An audit committee shall be elected at a general meeting. The current treasurer and any signers cannot be a part of the committee.

Section 4: REPORTING—All financial activity shall be recorded in a computer-based or manual accounting system. The Treasurer shall reconcile the account(s) monthly and report all financial activity monthly. 

Section 5 - ENDING BALANCE— Whenever possible, the Chehalis PTO should leave a balance in the treasury at the end of each fiscal year which will cover the following fiscal years overhead operating costs. 

ARTICLE VII: CORPORATE RECORDS – (WA State Law RCW 24.03A.210)

Section 1: PERMANENT RECORDS - Chehalis PTO shall keep permanently a copy of the following records.

  1. Minutes of all meetings of its members and of its board of directors.

  1. A record of all actions taken by the members and board of directors by unanimous written consent

  1. A record of all actions taken on behalf of the corporation by a committee of the board

Section 2: CURRENT RECORDS – Chehalis PTO shall keep a current copy of the following records.

  1. Its articles of incorporation or restated articles of incorporation and all amendments to them currently in effect

  1. Its bylaws or restated bylaws and all amendments to them currently in effect

  1. All communications in the form of a record to members generally within the past six years, including the financial statements furnished for the past six years under RCW 24.03A.225

  1. A list of the names and business addresses of its current directors and officers

  1. Its most recent annual report delivered to the secretary of state under RCW 24.03A.070.

Section 3: ACCOUNTING RECORDS – Chehalis PTO shall maintain the appropriate accounting records.

Section 4: MEMBERSHIP RECORDS -  A membership corporation or its agent shall maintain a record of its members, in a form that permits preparation of a list of the names and addresses of all members, in alphabetical order by class, showing the number of votes each member is entitled to cast.

ARTICLE VII: GENERAL PTO POLICY

Section 1: STANDING RULES: The standing rules shall be adopted annually by a majority vote at the first general meeting. The standing rules may be amended by motion and vote at any General Membership Meeting. In the event the Chehalis PTO standing rules conflict with the Chehalis PTO bylaws, the Chehalis PTO bylaws supersede the standing rules. 

Section 2: PTO GOALS: Goals and Objectives will be approved and amended only at General Meetings.

Section 3: STUDENT PRIVACY: Students’ personal progress will not be discussed at PTO meetings.

Section 3: PTO PROPERTY: PTO room keys are for Executive Board members and Board of Directors only. 

Section 4: EQUIPMENT CHECK-OUT: An Executive Board member must be present when any Chehalis PTO equipment is checked out. A rental agreement must be filled out prior to any Chehalis PTO equipment being used by non members of the Chehalis PTO or used for events which are not sponsored/affiliated with the Chehalis PTO.    

Section 5: PTO REPRESENTATIVES: Any representative of the PTO to the schools, school district, public or any outside entity shall have approval by a majority vote of the Board of Directors

ARTICLE VIII: DISSOLUTION

In the event of dissolution of the PTO, any funds remaining after covering costs to dissolve shall be donated to the Chehalis School District.

ARTICLE IX: PARLIAMENTARY AUTHORITY

Parliamentary authority for this organization shall be Robert’s Rules of Order Newly Revised.