Standing RulesMcGilvra PTA 2016-17

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Table of Contents

1. PTA Name

2. Basic Policies

3. Membership, Fees and Voting

4. Nominating Committee

Election

Duties

5. Officers and Their Election

6. Duties of Officers

General

President

Secretary

Treasurer

7. Executive Committee

8. Board of Directors

9. General Membership Meetings

10. Financial Review

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Section 1. Name

The name of the unit is McGilvra PTA Seattle Council 6 15 237.

This unit is a non-profit corporation incorporated in the State of Washington on June 21, 1988.

This unit is recognized by the IRS as a non-profit tax exempt organization under Section 501(c) (3).

Section 2. Basic Policies

The following are the basic policies of the McGilvra PTA:

(a) The McGilvra PTA shall be noncommercial, nonsectarian, and nonpartisan;

(b) The McGilvra PTA or members in their official capacities shall not – directly or indirectly – participate or intervene (in any way, including the publishing or distributing of statements) in any political campaign on behalf of, or in opposition to, any candidate for public office; or devote more than an insubstantial part of its activities to attempting to influence legislation by propaganda or otherwise if the organization is tax-exempt under Section 501(c) (3) of the Internal Revenue Code of 1986 as from time to time amended;

(c) McGilvra’s mission is to engage students in a challenging curriculum with enhanced multi-arts experiences, building a strong academic foundation for our students’ future success. McGilvra PTA Objectives are twofold. First, we bridge the gap between the needs identified by the school community, and funding provided by the Seattle School District funding. Second, we serve as an information conduit between the McGilvra school faculty and its community. As a result of this work, we serve to secure the highest advantage for every child in physical, mental and social education.

(d) No part of the net earnings of the organization shall inure to the benefit of, or be distributable to its members, directors, trustees, officers or other private persons except that the organization shall be empowered to pay reasonable compensation for services rendered and to make payments and distributions in furtherance of the purposes set forth in Article 1 hereto. PTA members, board members or officers may not benefit personally or privately as a result of their relationship with the PTA unit or council;

(e) During the PTA year, at least one member of the executive committee must attend PTA & the Law, and all elected executive committee members are required to attend at least one training which could include, but not be limited to, WSPTA Spring or Fall Region Conference, PTA & the Law, WSPTA Convention, WSPTA Leadership Conference, or WSPTA Legislative Assembly, WSPTA Emerging Leaders Conference, or onsite training provided by a region service delivery team member. Convention training counts towards the next year’s executive committee members’ training for the next year’s requirements. [Editorial Note: This means that training received at the WSPTA Convention shall be counted toward the training requirement for the PTA year following the Convention.]

Section 3. Membership and Voting

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(a) Membership in this unit shall be available to any parent/guardian of a student currently enrolled at McGilvra, any student enrolled at McGilvra, as well as any teacher instructing at McGilvra or local community member.

(b) Twenty-five (25) or more members are required to organize or continue as an affiliated local PTA/PTSA unit.

(c) Any individual supporting the purposes of PTA may become a member of The McGilvra PTA by paying such membership service fees. The membership service fees of the McGilvra PTA shall be $15.00 for the first member and $10.00 for an additional household member.

(d) Upon payment of membership service fees, members are considered in good standing through October of the ensuing year.

(e) Only members of the McGilvra PTA who have paid membership service fees for the current membership year shall be entitled to a voice and one (1) vote on each matter in the business of the local unit.

(f) To be elected to office a person must be a member of a PTA unit at least thirty (30) days preceding the election.

Section 4. Nominating Committee

(a) ELECTION

(1) The nominating committee shall be elected at a general membership meeting of the local unit at least thirty (30) days preceding the election of officers and shall consist of at least three (3) members and shall be comprised of up to 12 persons with two (2) alternates.

(2) The nominating committee members shall be elected by voice vote if there are no more than three (3) nominees and by ballot if there are more than three (3) nominees. The nominating committee alternates shall be elected by voice vote if there are no more than two (2) nominees and by ballot if there are more than two (2) nominees. A plurality vote shall elect. The designated number of candidates receiving the highest number of votes shall be declared the nominating committee. The committee shall select its chair at its first meeting.

(3) The members of the nominating committee shall have been members in good standing for at least thirty (30) days preceding their election. Alternates to serve on the nominating committee shall be named in order of the number of votes received.

(4) No person shall be eligible to serve two (2) consecutive years on this committee.

(5) Neither the co-presidents nor the school principal is eligible to be elected to serve on the nominating committee.

(6) Only members of the local unit shall be eligible to vote for or serve on the nominating committee.

(b) DUTIES

The nominating committee shall submit to the membership a written and signed report at least fifteen (15) days prior to the election of the name of one (1) or more candidates for each office to be filled. Additional nominations may be made from the floor with the consent of the nominee.

Section 5. Officers and Their Election

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The unit shall have the following members of the board of directors, who shall be elected by the membership.

Two (2) Co-Presidents

Co- Vice President, Fund Raising

Co –Vice President, Fund Raising

Vice President, Operations

Two (2) Co-Treasurers

Secretary

Advocacy Chair

Parent Volunteer Chair

Community Outreach Chair

Student Programs Chair

(a) Each elected officer of our unit shall be a member of the McGilvra PTA prior to taking office and be at least eighteen (18) years of age.

(b) There shall be at least four (4) elected officers: two (2) co-presidents, secretary, and treasurer.

(c) The officers shall be elected at a general membership meeting prior to April 30 for a term of one (1) year or until their successors are elected. No person shall serve in the same office for more than two (2) consecutive terms. An officer having served eight (8) or more months shall be considered to have served a full term. Officers shall assume their duties on July 1.

(d) A quorum being present, a majority of all votes is necessary to elect. Voting may be by voice if only one (1) candidate is nominated for an office. Absentee or mail ballots are prohibited. Consistent with the National PTA Bylaws, proxy voting is not allowed.

(e) Two(2) people may hold any elected position jointly. Each co-position holder shall be entitled to voice and vote at a board of directors meeting.

(f) If any position is held by two (2) people the term shall be staggered over a two year period, so that the term of one expires each year.

Section 6. Duties of Officers

(a) GENERAL

(1) Upon assuming office, the officers shall be empowered to honor expenditures that have been provided for in the approved budget. All books, funds, and supplies belonging to the PTA/PTSA shall be relinquished to the new officers by the retiring officers immediately upon leaving office.

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(2) All financial matters and binding agreements shall require two (2) signatures; only elected officers shall have the authority to sign.

(3) In the event two (2) or more members of the same household hold offices in the same local unit, only one (1) shall co-sign financial matters.

Board Roles and Responsibilities

President2nd Year

This is the second year post of the President position and is the overall PTA board point person. Duties include:•Lead, motivate, and coordinate the Board and oversees PTA committees. •Lead all PTA board and general meetings.•Set agendas for PTA meetings in coordination with other board members.•Serve as a spokesperson for the local unit.•Make appointments to positions and committees as designated in the

standing rules, with approval of the executive committee, for a term of one (1) year.

•Be an ex-officio member of all committees except the nominating committee.•Disseminate and communicate all information received pertinent to PTA/PTSA

programs.• Perform all duties pertaining to the office such as specified in standing rules.•Send to the WSPTA Office the names and addresses of the newly elected

officers for the upcoming year immediately upon election but no later than May 1.

•Assure local unit representation at council meetings if the local unit is a member of a council.

•Maintains close working relationship with Principal and staff. •Writes, in conjunction with the 1st Year President the “PTA Co-Presidents”

letter for the first day of school outlining goals of the year (reviewed by the rest of the board).

•Oversees and sends out communication between PTA and parents, including meeting notices.

•Serves as PTA spokesperson for media and other inquiries, working with Community Outreach Chair as needed.

•Assists the Nominating Committee.•Attend meetings as requested by the Principal, Committee Chairs, Parent

Groups, or state or local PTA leadership teams.

President1st Year -

This is the first year post of the PTA President position. In addition to providing a supportive role to the above, duties include:•Developing a mission-driven strategic plan for the school year. •Serves as the Building Leadership Team (BLT) board liaison, attends BLT

meetings as needed, and reports BLT activities to general PTA.•Works closely with teachers to convey their ideas and concerns to the BLT.

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Treasurer – General Responsibilities

• Assures all PTA funds are promptly deposited into one or more bank accounts where PTA funds are maintained separate from funds of any other organization.

• Keeps an accurate and very detailed account of all funds received and all authorized financial obligations of the PTA, including membership service fees due to the council (if any) or the State PTA, in a timely manner.

• Prepares and files the appropriate federal tax forms (990N, 990EZ or 990) in a timely manner.

• Preserves all receipts, invoices, bank statements, canceled checks, and other financial records as specified in the records retention timetable (page 9).

• Submits a detailed, written monthly financial report at each meeting of the PTA membership and board of directors.

• Submits written reports by mail or email to the board during months when there are no meetings.

• Develops and presents, with support of the budget committee, the budget for the following year.

• Submits a final annual report prior to the end of the fiscal year.• Prior to delivery of the books to the successor treasurer, submits the current

year’s records to a financial review committee.• Financial review completed by Nov 15 of the following fiscal year.

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Co-Treasurer 2nd Year

This is the second year post of a the two-year Treasurer position. Duties include:One time duties

1. Prepare presentation for first PTA General Meeting2. Prepare collateral for PTA handouts3. Enter budget into QuickBooks at beginning of year

Ongoing duties (weekly)1. Answer board questions about funds, budget, spending

Ongoing duties (monthly)1. Reconciling bank accounts in QuickBooks using Online bank statement

a. Print out each reconciliation report and file in annual file2. Produce Financial Statement at the end of each month and prior to each board

and general meetinga. Save statement in McGilvra PTA Board Site - Documents\Financials\

[current year]\Financial reportsb. Print out and file in annual file

3. Present up-to-date Financial report at the PTA board and general meeting4. Pay Annual Insurance Payment5. File All Federal Tax filings

a. Form 990b. Form 1099s

6. Renew Seattle Business License7. Washington State Excise Tax Filing8. Seattle City Tax B&O Filing9. Chair budget process for following school year10. Produce budget forecast for next 4-10 years11. Run Budget committee or budget information session12. Renew Washington Charity Renewal13. Renew Washington Business License

Outgoing Duties1. Transfer all bank accounts to new Executive Board2. Hand over all files and corporate documents to new 1st year treasurer3. Close the books in QuickBooks4. Prepare financial review5. Transfer all username and passwords for all website6. Transfer QuickBooks billing and admin privileges7. Work with Fundraising to transfer DonorTools and PayPal account

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Co-Treasurer1st Year

This is the first year post of a the two-year Treasurer position. Duties include:One time duties

1. Coordinate Financial Review with outgoing treasurer / Chair Financial Review Committee

2. Review Treasurer Documentation on WSPTA [link]3. Attend PTA & Law Training [link]4. Read Money Matters [link]

Ongoing duties (weekly)1. General Book keeping – including deposit and check writing2. Picking up requests for reimbursements3. Picking up grant requests4. Writing checks

a. Make sure you have a receipt for every check5. Paying vendor all invoices

a. Confirm that W-9 is on file for all vendors and address & tax id is current

Vice President-Fundraising2nd Year

This is the second year of a two-year fund-raising post that is responsible for raising the funds the support the PTA’s annual budget. Duties include, but are not limited to:•Lead, motivates and manage all fund-raising events, including the Run-a-thon,

auction, Annual Fund Drive, and other events as determined.•Develop a school year fundraising event calendar with targeted goals.•Work closely with the Community Outreach Chair to ensure that all fund-

raising messaging is appropriate and community-friendly.

Vice President-Fundraising1st Year

This is the first year of a two-year fund-raising post. In addition to supporting the VP-Fundraising, duties include:• Work closely with the Treasurers to track and manage the Annual Fund.• Provide periodic Annual Fund reports to the board and general PTA. • Strategize to involve all classrooms in fund-raising participation. • Manage a giving/fund-raising database.

Secretary This is a one-year position. Duties include:•Attends all PTA meetings; sends meeting agenda in advance.•Keeps accurate records of all PTA board and general meetings.•Be responsible for correspondence as designated by the president. •Distributes rough draft of meeting minutes to all board members for review.•Ensures general meeting minutes are posted on the web •Notifies board of any unfinished business at meetings. •Maintains a complete roster of all PTA members. •Provides advance notice of general PTA meetings to all parents via school

newsletter, website and other outbound communications vehicles•Receives paper copies of all bank statements and reviews before passing on to

Treasurer.•Enters all PTA sponsored events held on McGilvra Elementary property on the

Community Use calendar, as part of the SPSS website.•Enters all PTA sponsored events on McGilvra school website calendar.•Ensures Board is aware of critical PTA deadlines and that they are on track for

completion.

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Vice President-Operations

This is a two year Position Duties include: •Assist the Co-Presidents in strategic planning. Oversees plans for building

investment and generally supports the Principal and staff with building issues. •Assists Fundraising Chairs in grant and other opportunities available to

maintain and/or upgrade school facilities.•Keep the reader board current.

Parent Volunteer Chair

This is a one-year position. Duties include:· Coordinates volunteers for all academic and teacher-supported programs at

the school.· Works closely with staff as well as Student Programs Chair and Community

Outreach Chair to make sure all teacher and volunteer-run programs are supported.· Creates and leads outreach efforts directed at new and existing families and

students; this may include developing new programs in addition to supporting existing programs.· Evaluates existing programs to ensure they address current needs before

implementing.· Works with PTA presidents to plan first day of school reception and volunteer

fair.· Acts as liaison between staff/committees and parents to recruit volunteers for

ad hoc volunteer needs.· Works with Nominating Committee to fill volunteer positions, esp. with those

who indicated interest during board recruitment process.· With communications chair, conducts annual survey of parents to determine

impact and success of previous year programs and priorities for coming year. · Oversees chairpersons in parent-driven programs. · Oversees volunteers in staff-driven programs

Community Outreach Chair

This is a one year position. Duties include:This board position seeks to build and strengthen McGilvra’s connection to the broader community including parents, the enrollment area, the surrounding communities (Madison Park, Madison Valley) and Seattle Public Schools. Duties include:· Identify opportunities to increase community engagement and service.· Work with PTA Board president, Communications Chair, and others to

publicize community efforts (example: students are doing volunteer work at Arboretum this year; this could be article in neighborhood newspaper and blog).· Ensure the school supports and strengthens the mission of inclusivity and

social justice at the school and communicates this mission to the communities it serves.

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Student Programs Chair

This role serves as a conduit to the board for all enrichment student programs. Duties may evolve over time but have included coordinating with program leads for music, Garden Club, Kids Time and the spring concert as well as other parent-driven activities.•Develop, oversee, and/or support all during and after-school enrichment

programs and assemblies. •Keep the board, staff, and parent body apprised of all key enrichment program

highlights at PTA meetings and via other venues. •Attend enrichment program meetings and/or offer assistance when needed,

including assisting in grant and other opportunities to support school programs.

•Act as resource for parents and staff with a student programs idea they would like to implement

•Act as resource for student program leads to ensure all programs are represented at board meetings and have their information readily available on the website and via the Messenger.

Advocacy Chair This role serves as a liaison to the board for Seattle Public Schools legal matters and contract issues.· Attends PTA Board meetings to input on legal matters as needed.· Attends/manages attendance at Washington State PTA, Seattle Council

PTSA and Seattle Public Schools meetings as needed.· Outreach to Seattle Public Schools Board members on behalf of school as

needed.· Manages PTA board member signing of the no-conflict policy document · Manages annual Standing Rules revision and approval process.

Communications Chair

This role serves as a point person for all internal and external communications regarding McGilvra Elementary and its community. Responsibilities include: Proactive communicating school plans and activities to our internal and

external audiences with the goal of helping the fundraising and outreach committees achieve their objectives.

o Synchronize Communications between School Driven Vehicles and PTA Vehicles; Ensure messages get to 100% school community.

o Monitor External Communication Vehicles: email, FB, Twitter, Instagram, Pinterest for appropriate posts and comments.

o Lightweight External Communications to local community regarding school events through June 2015: Garage Sale, Cocktail Party, McGilvra Day, End of School Date.

Use the PawPrint logo consistently to help internal and external communities visually identify anything McGilvra related.

Align main communications vehicles, maintain a communications calendar with targeted audiences, and the latest school calendar.

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Section 7. Executive Committee

(a) The executive committee shall consist of the elected officers. A majority of those on the committee shall constitute a quorum.

(b) The executive committee shall:

(1) Be appointed by members of the elected board of directors for a term of one (1) year;

(2) Appoint a non-signer to review and sign the monthly bank statement;

(3) Review the standing rules annually; and ensure that the standing rules be adopted annually by a majority vote at the first general meeting of each school year;

(4) Refer recommendations to the board of directors and/or general membership for action.

Section 8. Board of Directors

(a) Each board member of a local PTA unit shall be a member in good standing of that local PTA unit prior to assuming the roles and responsibilities of the position.

(b) The board shall:

(1) Consist of the executive committee and appointed positions as specified in the local unit standing rules;

(2) The board of directors shall meet monthly during the school year , based on agreed upon dates, as voted by the Board of directors, before the commencement of each school year. Board of directors meetings will be noted on the PTA calendar. Board meeting agenda items that non-board members would like to have placed on the board meeting agenda must follow the process for agenda item submission and approval detailed in the ‘General Membership’ section 9f;

(3) Review the budget prior to its annual submittal to the general membership;

(4) Approve committee plans on an ongoing basis based on current budget forecasts and financial conditions. The budget for each school year shall be approved at the annual meeting in the prior school year. Following budget approval, the board, by majority vote, has the right to reallocate funds as deemed necessary, provided the amount reallocated does not exceed 20%of the approved annual budget. The board of directors shall have authority to approve expenditures up to an aggregated amount of $10,000 during a school year in excess of the aggregated budgeted amounts during the year without membership approval;

(5)Reserve policy:12

The General Membership of the McGilvra PTA shall maintain a cash balance (“Cash Reserve”) in order to ensure sustainable programming. Such Cash Reserve shall be sufficient to cover at least 100% of the following fiscal year’s (June 1- July 30) approved district staffing costs. Furthermore, the General Membership shall adopt a budget each fiscal year that ensures that the minimum Cash Reserve is maintained and that the following fiscal year’s proposed district salaries are covered by the current fiscal year’s projected year-end cash on hand balance or “Cash Reserve” as of the date of budget approval.

(6) Unallocated Salary Process:

The PTA membership may adopt an annual budget that provides for “unallocated teacher salaries”. The intent of this is to provide the McGilvra PTA, faculty and administration a resource to quickly respond to changing needs based upon staffing, enrollment and special needs that may vary from year to year and may not be fully understood at the time the budget is approved. The following guidelines shall be utilized:

Funds may be used for:

Additional classroom support (part-time teachers/assistants, tutors, etc.) Additional professional resources (computer, counseling, etc.) Other resources as requested by the PTA, faculty and/or administration.

Process for Allocated Funds:

A recommendation shall be put forth to the PTA Board for review and approval. Recommendations shall include justification for the allocation as well as an estimated expense. Recommendations approved by the Board shall be brought to the General PTA Membership for

approval. In the event of an urgent need that needs to be responded to prior to the next General Meeting, the

Board may, with unanimous approval, allocate up to $10,000 of the Unallocated Salary budget without a General Membership vote. If the recommendation exceeds $10,000, the Board will call for a special meeting of the General Membership with no less than seventy-two (72) hours notice.

(7) Transact necessary business between meetings of the membership and other such business as may be referred to it by the membership; and

(8) Present recommendations to the general membership for action;

(9) On an annual basis provide to the General Assembly, an annual report.

(c) A majority of those currently serving on the board shall constitute a quorum. Actions of the board shall be approved by a simple majority vote of the members or directors, as the case may be, present at the meeting, provided a quorum is present and proper notice of the meeting has been given. Items brought before the board which require a vote, do not have to be voted on in the same board session. The Board and or Executive Committee reserve the right to request more information and or 5 business days (post additional information receipt when a request for more information has been made) to allow for proper deliberation prior to voting. The board may pass a resolution through an email vote or via phone in vote as long as a quorum responds. This option is only to be utilized when time constraints create its necessity.

(d) Special meetings of the board may be called by the president(s) or upon written request of the majority of all members of the board. Written notice stating date, time place and purpose of the meeting shall be delivered to

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each member of the board at least ten (10) days prior to the special meeting. If less than 10 days notice is given, documentation of each member’s consent to conduct business must be obtained in writing or via email. A quorum of the board must be present to conduct business.

(e) PTA required tasks and critical deadlines will be a standing item on each meeting agenda. The Secretary shall ask the co-Treasurers for such items at each board meeting ,and will note the tasks, actions and deadlines, as appropriate, in the meeting minutes. See Section 11: Critical PTA Deadlines.

Section 9. General Membership Meeting

(a) There shall be at least four meetings of the PTA membership during the school year. A meeting held after January of each year shall be designated as the annual meeting for the purpose of electing officers and directors, adopting the budget and conducting any other business that may properly come before the annual meeting. The board reserves the right to hold the annual meeting in two parts: 1 meeting to approve the budget; another meeting to elect officers and directors. The unit president or secretary shall deliver written notice of the place, day and time of the annual meeting not less than ten (10) nor more than fifty (50) days prior to the date of the annual meeting to each member of the local unit.

(b) The standing rules shall be adopted annually by a majority vote at the first general meeting of each school year. The standing rules may be amended at any regular general membership meeting by a majority of the members present at the meeting provided a quorum is present and proper notice of the meeting is given.

(c) Special general membership meetings may be called by the president, a majority of the board of directors, or by five (5%) percent of the local unit membership enrolled in the WSPTA membership database. The person calling a special meeting shall provide notification in accordance with state law to all members of the local unit, not less than ten (10) nor more than fifty (50) days before the date of the special meeting, stating the place, date, time, and purpose of the special meeting. Upon receipt of a request for special meeting from person(s) authorized to call a special meeting under this section, the WSPTA staff shall provide information necessary for the required notice.

(d) Quorum: Twenty (20) members shall constitute a quorum for actions to be passed at PTA membership meetings.

(e) Local unit general membership meetings will be open to all interested persons, but the privilege of making motions, debating, or voting shall be limited to the voting body of the unit.

(f) Members in good standing can request the addition of agenda items and / or the opportunity to speak on a specific subject during an upcoming general membership meeting.

1. A general membership meeting agenda / time request from must be completed and submitted to the Board Secretary at least 10 business days in advance. The request form can be found in the PTA section on the McGilvra website;

2. The Board President(s) will review the request and the materials to be presented and provide a response to the person or group making the request no less than 5 business days after receipt of the request.

Section 10. Financial Review

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(a) Each member of the board of directors has the fiduciary responsibility to make sure a Financial Review is done at the end of the PTA fiscal year, in accordance with ‘Money Matters’. The Treasurer shall close the books on June 30 and submit the books and records for financial review to a financial review committee or a qualified accountant.

(b) Additionally, each member of the board of directors has the fiduciary responsibility to ensure that all financial reports are filed in a timely manner including, but not limited to, annual tax filings.

(c) The financial review committee shall consist of no fewer than three (3) members appointed by the president. The financial review committee shall not include the people who were authorized to sign or individuals living within the same household as those authorized to sign on the bank account for the period being reviewed.

(d) No member shall serve on the financial review committee for more than 2 consecutive years.

Section 11. Critical PTA Deadlines

At each board meeting the secretary shall ensure that the following critical dates and deadlines are made aware to the board and that each one is on track for completion. All deadlines between a current meeting and the next meeting should be reviewed followed by a progress report from the treasurer.

Due Complete by Due dateFirst Payment of PTA Membership Fees Due to WSPTA & SPTSA

Oct 1 Oct 25

Insurance Payment due to AIM (800-876-4044)Auction year: $440Non auction year: $300

Nov 1 Nov 10

Form 990 due to IRS Nov 1 Nov 10Seattle Business License Dec 31 Dec 31Second Payment of PTA Membership Fees Due to WSPTA & SPTSA

Jan 1 Jan 25

Washington State Department of Revenue Excise Tax Return

Jan 15 Jan 31

City of Seattle B&O Tax Filing Jan 15 Jan 31Form 1099 MISC & Form 1096 Jan 15 Jan 31Final Payment of PTA Membership Fees Due

May 1 May 25

Washington State Charities May 1 May 31Incorporation Annual Report to State of Washington

June 1 June 30

Washington State Business License

June 1 June 30

These standing rules are hereby adopted this 20th day of September 2016 by the McGilvra PTA Board.

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To View the WSPTA By-Laws, please go to: www.wastatepta.org

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