1. The name of the council shall be the Bethel Area Council 5.3.

2. This council was incorporated as a non-profit by the State of Washington on 17 Dec 1982. It is the responsibility of this council to file an Annual Corporation report prior to March 1st of each year. The incorporation number is on file with the council secretary and treasurer and the state office.

3. The Unified Business Identification (UBI) is on file with the council secretary and treasurer.

4. This council was registered as a charitable organization by the State of Washington on 21 Nov 1988. It is the responsibility of this council to file this registration each year prior to November 15th. The registration number is on file with the council secretary and treasurer.

5. This council’s Federal Employee Identification (FIE) number is on file with the council secretary and treasurer.

6. This council is recognized by the IRA tax-exempt organization, December 1982, under section 501 c (4). The treasurer is responsible for filing IRS Form 990 or 990EZ each year prior to November 15th, if required.

7. The Washington State PTA in Tacoma is our agent of record.

8. The standing rules and budget shall be adopted annually by a majority vote of the council general membership.

9. The standing rules may be amended at a regular general membership meeting by a two-thirds vote of those units present, or if 10 day written notice is given, then by a majority vote.

10. The calendar of Bethel Area Council shall run from July 2nd to June 30th of the following year. This shall apply to all fiscal, legal, and Board of Directors positions and appointments. Projects shall not extend beyond the current fiscal year, unless approved by the General Membership.

11. The elected officers of this council shall be President, Vice-President, Secretary, and Treasurer with the option of having co-officers. These members will make up the Executive Committee. Co-officers shall be entitled to only one (1) vote on council business.

12. Any executive officer that wishes to vacate a position must provide written notice to the Executive Committee 30 days prior to vacating that position.

13. The Board of Directors shall consist of the Executive Committee and Chairpersons of each standing committee. Co-chairpersons shall be entitled to only one (1) vote on council business.

14. A quorum of BAC Board of Directors meetings shall be a majority (half plus one). Board of Director’s shall meet a minimum of five (5) times a year.

15. General Membership meetings of this council shall be held a minimum of three (3) times a year, or more often as necessary to meet the needs of the members units. A quorum for BAC General Membership meetings shall be 10, to include a minimum of three (3) local units. BAC Board Members do not represent any local unit when attending a BAC General Membership meeting and therefore do not count toward the three (3) units.

16. Voting delegates to BAC General Membership meetings shall consist of the Board of Directors and three (3) additional voting delegates from separate local units as authorized by the local units’ standing rules. Local unit voting delegates shall be identified by their respective units prior to BAC meetings. The number of voting delegates from each local unit will be determined according to membership, mirroring Legislative Assembly voting delegate to membership ratios.

17. Members of the council may only use one (1) vote on council business. In effect, you may not represent a local unit school PTA while representing council.

18. Any officer/chair must notify the Executive Committee as soon as possible and not later than 5 calendar days from any given meeting if they will be absent from any meeting. An officer/chair shall be declared vacant if the person misses three consecutive unexcused meetings. The council secretary will keep attendance at both board and general membership meetings and determine if a quorum is present.

19. Voting delegates to the Legislative Assemble shall be: Legislative Chairperson and additional delegate(s) appointed by the President and confirmed by the Board of Directors. Substitutes shall be appointed similarly. (Number of Voting Delegates per local PTA is determined by size of membership)

20. Council voting delegates to the annual State Convention shall be the President and one other delegate appointed by the Board of Directors. Council shall pay for the registration of the voting delegates. If a registered voting delegate cannot attend, the Board of Directors will appoint an alternate.

21. The vote of this Council for the position of WSPTA Region Director shall be determined by the Board of Directors.

22. All committee chairpersons shall be current PTA members of a local unit.

23. These standing committee chairs shall be appointed by the president and confirmed by the Board of Directors. Committee chairs shall provide a written report each month at the Bethel Council General Membership Meeting. The standing committees shall be:

a. Clothing Bank

b. Reflections

c. Fund-raising

d. Awards/Recognition

e. Newsletter

f. Legislative

24. AD HOC committees shall be volunteer positions approved by the Board of Directors. AD HOC committees shall be:

a. Nominating Committee: The nominating committee shall be elected as per WSPTA By-Laws.

b. Audit Committee: Audit committee will consist of 3 members and members shall not consist of signatories on PTA financial accounts or the current treasurer.

c. BAC Recognition Banquet

d. Budget Committee

e. Standing Rules Review

25. Council has the option of awarding one or more of the following WSPTA awards: The Golden Acorn, Outstanding Educator, Outstanding Advocate, and Outstanding Service Award. A committee, consisting of prior year winners and at least one Board of Directors member, shall be appointed to select the recipients. The Board of Directors shall determine the number of awards given. BAC will award door prizes at each general membership meeting not to exceed two (2) per meeting.

26. Councils will keep and maintain a post office box for all incoming mail, to include but not be limited to, banking business. Keys for the P.O. Box will be assigned to the President, Vice President, Secretary and Treasurer of the council, and will be relinquished by not later than June 30th of each year.

27. Councils shall maintain a safe deposit box in which to keep all legal papers, AIM Insurance coverage and early tax returns. Four (4) keys for the safe deposit box will be assigned to the current President, Vice President, Secretary, and Treasurer and will be relinquished by such no later than June 30th of each year.

28. All entries into the safe deposit box are to be documented, signed, and dated by at least two of the four aforementioned members (27.) and presented at the next Board of Directors meeting to be permanently recorded into the meeting minutes.

29. All BAC properties – keys, notebooks, documentation, etc. shall be passed to incoming officers by June 30th the year when new officers are elected.

30. Councils shall keep originals or official copies of records in the safe deposit box. Copies of all such documents shall be kept in a Legal Documents Notebook that is held by the Secretary and/or Treasurer during their term. This requires that the council keep at least two copies of its legal documents in two separate locations.

31. Council shall maintain a checking and optional savings account in the name of Bethel Area Council PTA. Signatories on this account will include at least three (3) Executive Committee members. At least three (3) BAC Board of Directors shall be available to provide an impartial review of bank statements. Reviews shall be physical reviews of statements. Reviewed statements shall be signed and dated by the reviewer.

32. NSF fees shall be $25.00 plus the amount of the check.

33. All council checks shall have two (2) signatures to be valid. Reference Item 31.

34. Reimbursement for Council expenses will require a Reimbursement Request Form and an original receipt submitted within 30 days of the date on the receipt.

35. Conference/meeting attendance by voting delegates expenses (hotel, parking, meals) must be approved prior to conference by the Board of Directors and shall not exceed the approved budget. Rooming expenses shall be based on double occupancy. Required deposits shall be paid at the time of reservation. Reimbursement limits for meals shall be decided upon by the Executive Committee.

36. Standing Rules of Order for the conduct of BAC Executive Committee, Board of Directors and General Membership meetings will be voted on by the BAC Board of Directors and the general membership. Standing Rules of Order for the conduct of meetings will be in accordance with Robert’s Rules of Order, Newly Revised.