DRAFT Fairmount Park Elementary PTA Charter Meeting Minutes May 3, 2014 at 9:00 AM, Alki Elementary Cafeteria

Present: See attached attendance sheets.

Call to Order: Principal Julie Breidenbach called the meeting to order at 9:10 am.

Fairmount Park Elementary Updates

Julie Breidenbach provided a brief update on the school planning progress. She introduced 2014–2015 Fairmount Park Elementary (FPE) teachers Kevin Peterson, Althea Chow, and Chris Wilkie. Announcements included:

More students are currently enrolled in FPE than the district originally expected and more are enrolling each week. Supply budgets and staffing are increasing accordingly.

Parents will receive a back-to-school supply list for their children. The school will provide

supplies for families who are unable to purchase them.

FPE has applied for a waiver to allow the school to purchase and use the enVision MATH curriculum in 2014–2015 regardless of the timeline or outcome of the district's K–5 math curriculum adoption.

On Wednesday, May 21 at 6:00 pm in the Alki Elementary cafeteria new information about

FPE's walk-to-math and school climate plans will be presented at a FPE informational meeting.

The childcare provider selection process has begun. In 2014–2015, a childcare space for 30 children is planned within FPE. Please consider other childcare arrangements, such as staying at a current provider, in the likely event that the demand exceeds the supply. Please have an alternate plan in case your child is placed on a wait list for childcare at FPE.

Volunteers will be needed towards the end of the summer to help teachers transport

belongings and set-up their classrooms.

Kindergarten Jump Start for entering FPE kindergarten students will be held August 18–22.

Wednesday, September 3 will be the first FPE Open House followed by the official ribbon cutting ceremony. Everyone is invited to attend both events.

DRAFT FPEPTA Charter Meeting Minutes May 3, 2014 2

Welcome and Introduction

Hillary Shaw welcomed attendees and introduced the FPEPTA Steering Committee Members:

Jasmine Aryana (Parent) Althea Chow (Parent and Fairmount Park Teacher)

Christine Deppe (Parent) Parie Hines (Parent)

Renee Hopkins (Parent) Faith Iverson (Parent) Hillary Shaw (Parent) Kevin Peterson (Fairmount Park Planning Teacher)

Individuals and organizations who helped the steering committee were thanked. (See attached list.) Steering Committee Report Hillary Shaw summarized of the work of the steering committee presenting completed and in-progress tasks. (See attached Steering Committee Report.) Committee Kick-off Collaborations Announcements:

Tuesday, May 6 6:30 pm – 7:30 pm Fundraising 7:30 pm – 8:30 pm Budget Saturday, May 10 3:00 pm – 4:00 pm Communications 4:00 pm – 5:00 pm School Spirit: Engagement & Events Wednesday, May 14 6:00 pm – 7:00 pm Volunteer Coordination 7:00 pm – 8:00 pm Enrichment 8:00 pm – 9:00 pm Building and Grounds

Committee Kick-off Collaborations will be held at the Office Junction, 6040 B California Ave SW. Members are encouraged to come to multiple Kick-off Collaborations. Meet other volunteers, have fun, share ideas, and get more involved in FPEPTA. Falcon Fest Creative Collaboration (F2C2) details were given by Parie Hines:

Saturday, May 17 F2C2 Part 1 at Camp Long 10:30 am – 1:30 pm Learn about falcons and create many forms of falcon art. A falcon from Woodland Park Zoo will be there. Participants’ falcon art will contribute to the creation of a new FPE mascot design.

DRAFT FPEPTA Charter Meeting Minutes May 3, 2014 3

Saturday, May 31 F2C2 Part 2 at Camp Long 10:30 am – 1:30 pm Explore the falcon images that emerge from Part 1 and continue to shape the mascot design. Collaborative brainstorming for a new school song. Details will be announced on www.fpepta.org

Contact falconfest@fpepta.org if you have questions or want to volunteer. Officers of the Washington State PTA (WSPTA) were introduced:

WSPTA Region 6 Director Sarah DuCette WSPTA Region 6 Director-Elect Janice Kutzera WSPTA Region 6 Membership Chair Cindy Jensen

Cindy Jensen reviewed the merits of PTA affiliation. Sarah DuCette appointed Faith Iverson as a temporary secretary for the organizing meeting. Motion to Organize Sarah DuCette called for a motion to organize FPEPTA. Jasmine Aryana moved that “Fairmount Park Elementary PTA be organized, and that it accepts and agrees to conform with and abide by the Uniform Bylaws and the policies, principles and ethics of the Washington State PTA.” The motion was seconded. After calling for discussion and hearing none, a voice vote was held. The motion passed unanimously. Membership Service Fees Jasmine Aryana reviewed the proposed fee schedule: Proposed charter member dues are $25.00 per individual. Charter memberships are available May 3 – May 31, 2014. Charter members names are included on the charter membership certificate framed in FPE. Charter membership includes FPEPTA membership for 2014–2015 school year. Proposed annual member dues are $15.00 per individual. Annual memberships will be available beginning June 1, 2014 for the 2014–2015 school year.

DRAFT FPEPTA Charter Meeting Minutes May 3, 2014 4

After answering all questions about the fees, Jasmine Aryana moved “that Fairmount Park Elementary PTA approve the membership service fees as presented." The motion was seconded. Sarah DuCette called for discussion. When there was no further discussion, a voice vote was held. The motion passed unanimously. Paid members present were counted and a quorum was present. Standing Rules Faith Iverson reviewed the proposed standing rules. (See attached FPEPTA Standing Rules 2014–2015) The proposed rules are based on the WSPTA suggested standing rules and other Seattle elementary school PTA’s standing rules. She noted that the FPEPTA proposed standing rules intentionally provide opportunities for new FPEPTA members to take on leadership roles without predetermining what those roles will be. Members serve on the board before the next general meeting if they are appointed chair of any standing committee that emerges following the committee kick-off collaborations. A nominating committee will be seeking FPEPTA members for 2014–2015 officer positions in the fall. From two to four vice presidents can be elected with titles and areas of responsibility yet to be determined.

After calling for questions and hearing none, Faith Iverson made a motion “that Fairmount Park Elementary PTA approve the standing rules as presented.” The motion was seconded. Sarah DuCette called for discussion. When none was heard, a voice vote was held. The motion passed unanimously. Election of Interim Officers Sarah DuCette presented nominees for interim officer positions from a slate prepared and recommended by the FPEPTA steering committee. Interim officers will serve from May 3, 2014 until a general PTA meeting held in September 2014, at which time FPEPTA officers for the 2014–2015 school year will be elected. Slate of interim officers recommended by the steering committee:

President – Hillary Shaw 1st Vice President of Fundraising – Jasmine Aryana 2nd Vice President of Engagement – Christine Deppe Secretary – Faith Iverson Treasurer – Renee Hopkins

Sarah DuCette asked for nominations from the floor for the offices. None were offered, and she declared the nominations closed. A voice vote was held, and the slate of interim officers was elected unanimously.

DRAFT FPEPTA Charter Meeting Minutes May 3, 2014 5

Interim Budget Approval FPEPTA Treasurer Renee Hopkins reviewed the proposed interim budget. (See attached Interim Budget 2014.) Passing a budget is necessary to authorize officers to make any payments. The steering committee also produced a draft annual budget, but recommended that only an interim budget for May–September 2014 be adopted at this time. The budget committee will prepare a recommended 2014–2015 school year budget to present at a general membership meeting in September, 2014. New members are encouraged to participate in this task. After answering questions about the budget, Renee Hopkins moved “that Fairmount Park Elementary PTA adopt the Proposed Interim Budget for May 3, 2014 through September, 2014 as presented.” The motion was seconded. Sarah DuCette called for discussion. When there was no further discussion, a voice vote was held. The motion passed unanimously. Election of Nominating Committee Sarah DuCette reviewed the duties of nominating committee members. (See Attached Nominating Committee Job Description) After answering questions about the position, she asked for nominations. Jasmine Aryana nominated Christine Deppe. Christine Deppe accepted. Michael Griesedieck self-nominated. Ann Limbaugh self-nominated.

There were no other nominations and a voice vote was held. Christine Deppe, Michael Griesedieck, and Ann Limbaugh were unanimously elected to serve on the nominating committee for 2014–2015 FPEPTA officers.

Sarah DuCette explained the nominating committee alternate’s role as someone who can be called upon to fill a vacancy on the nominating committee. If there are no vacancies, alternates may still choose to be involved in the work of the committee. After taking questions, she asked for nominations for nominating committee alternates.

Julie Briedenbach nominated Kevin Peterson. Kevin Peterson accepted. Tami Aidlin self-nominated. Jasmine Aryana nominated Faith Iverson. Faith Iverson declined. There were no other nominations, and a voice vote was held. Kevin Peterson and Tami Aidlin were unanimously elected to be nominating committee alternates. The meeting adjourned at 10:15 am. Christine Deppe led an ice breaker game to begin the first FPEPTA social. The next general FPEPTA next meeting will be held in September, 2014. Respectfully Submitted, ____________________________ Approved_______________________

Faith Iverson, FPEPTA Secretary

FPEPTA Standing Rules 2014-2015 Page 1

1. Identity

1.1 Name and Affiliation: Fairmount Park Elementary Parent Teacher Association 6.15.10 (FPEPTA) is a local unit of the Washington State PTA (WSPTA). FPEPTA was chartered on May 3, 2014.

1.2 Community: FPEPTA serves the children attending Fairmount Park Elementary School and all children in its enrollment area.

1.3 Corporate Status: FPEPTA was incorporated on April 23, 2014. The Unified Business Identification (UBI) number is 603-396-908. The treasurer shall be responsible for filing the annual corporation report. The Employer Identification Number (EIN) shall be kept in legal documents binders maintained by the president and secretary.

1.4 Registration as a Washington Charity: FPEPTA shall comply with the Washington Charitable Solicitations Act by registering, if required, or by using the optional registration process if registration is not required. The treasurer shall be responsible for determining whether registration is required and for filing the annual renewal by May 31 to avoid penalties.

1.5 Tax Exempt Status: FPEPTA shall apply for tax-exempt status under section 501(c)(3) of the internal revenue code in 2014. The FPEPTA executive committee shall be responsible for completing this task. A copy of the letter of determination shall be filed in the legal documents binders.

1.6 IRS Tax Returns: The treasurer shall be responsible for filing the appropriate federal tax return Form 990, Form 990 EZ, or Form 990-N prior to November 15 and for providing a copy to the board of directors no later than November 1. Copies of current and past years’ returns shall be kept in the legal documents binders.

1.7 Registered Agent: FPEPTA shall designate the Washington State PTA as its registered agent with the Washington Secretary of State’s office, the Washington Department of Revenue, and the United States Internal Revenue Service. Copies of the signed documents making these designations shall be kept in the legal documents binders.

2. Membership

2.1 Members: Membership in FPEPTA shall be open to all people without discrimination. Membership is open to parents, teachers, staff, grandparents, guardians, students, and community members who support and encourage the purpose of PTA. All paid members are entitled to a voice and a vote at FPEPTA general membership meetings.

2.2 Honorary Members: The students of Fairmount Park Elementary shall be honorary members of FPEPTA

without fees, voice, or vote.

2.3 Membership Service Fees: Charter memberships shall be available for $25.00 per individual. After the

charter membership period, FPEPTA memberships shall be available for $15.00 per individual. These service

fees shall include the Seattle Council PTSA, Washington State PTA, and National PTA assessment for each

member.

Fairmount Park Elementary PTA Standing Rules 2014-2015

FPEPTA Standing Rules 2014-2015 Page 2

3. Leadership

3.1 Officers: The elected officers of the FPEPTA shall be president, first vice president, second vice president, secretary, and treasurer. These officers make up the FPEPTA Executive Committee. Any elected position may be held jointly by two people. Each co-position holder shall be entitled to a voice and a vote at board meetings. A majority of those on the executive committee shall constitute a quorum.

3.2 Officer Qualifications: Officers must be PTA members for at least 30 days prior to their election. Only FPEPTA members over the age of 18 may hold elected positions. No person shall serve more than two consecutive 1-year terms in the same office except for the allowance of one elected interim term of less than 8 months. Officers shall comply with the training requirements necessary to remain in good standing as specified in the most current WSPTA Uniform Bylaws.

3.3 Elections of Officers and Nominating Committee Members: Voting for officers shall take place at general FPEPTA meetings. Elections for 1-year officer terms shall be preceded by the election of a nominating committee at a general FPEPTA meeting at least 30 days prior to the election. The nominating committee shall include at least three members and two alternates. The nominating committee shall recommend officer candidates for 1-year terms using the procedures in the WSPTA Nominating Committee Handbook.

3.4 Committees: All committee chairs, except for the executive committee and nominating committee, shall be appointed by the president with the approval of the executive committee. Each standing committee chair shall be entitled to a voice and a vote at board meetings.

3.5 Board of Directors: The board of directors shall consist of the elected officers, standing committee chairs, and a representative of staff/teachers chosen by the staff/teachers group. The staff/teacher representative may be a rotating position. The principal of Fairmount Park Elementary shall be an ex-officio, non-voting board member.

4. Meetings

4.1 Board Meetings: Board of directors’ meetings shall be called by the president or upon written or electronic request by the majority of all members of the board. At least ten days written notice shall be required prior to a board meeting. A monthly meeting time may be established by each year’s board. A majority of the sitting board positions shall constitute a quorum.

4.2 General Meetings: Adoption of a budget, approval of standing rules, election of a nominating committee, and election of officers shall take place at general membership meetings. A quorum of ten voting members must be present in order to conduct business. General meetings shall be held at the direction of the board of directors who shall notify the FPEPTA members at least ten days prior to the meeting. The minutes from each general meeting shall be posted on the FPEPTA website within two weeks by the secretary and webmaster.

4.3 Regional Meetings: The FPEPTA board of directors shall select voting and visiting delegates to the Seattle Council PTSA, WSPTA Legislative Assembly, and the annual WSPTA Convention. The vote of FPEPTA for the position of Washington State PTA Region 6 Director shall be determined by the board of directors.

FPEPTA Standing Rules 2014-2015 Page 3

5. Budget

5.1 Annual Budget: The treasurer shall prepare the annual budget for presentation at a FPEPTA general membership meeting. An operating budget shall be approved by the FPEPTA before each fiscal year begins in July. Reallocation of funds over $500.00 shall be made by a budget amendment at a general meeting.

5.2 Reallocation of Funds of $500 or Less: A majority vote of the board of directors shall be required to reallocate funds for $500.00 or less from one budget line item to another. The reallocation information shall be shared with the general membership at the next general FPEPTA meeting. The board prefers requests for funds or reallocation of funds to come as an official proposal placed on the agenda of board meetings.

5.3 Financial Review: A financial review committee, minimum of three members appointed by the president, shall review the financial books twice a year. Members of this committee shall not include the treasurer or any person authorized to sign on the FPEPTA bank accounts for the period that is being reviewed or any individuals living in households of any signatories.

6. Banking

6.1 Bank Accounts: FPEPTA shall establish one or more accounts in financial institutions determined by the board of directors. Any such account shall require the signatures of at least two elected officers to make a withdrawal. The board shall determine which officers shall have signing authority on each bank account.

6.2 Review of Bank Statements: All FPEPTA monthly bank account statements shall be provided unopened to a FPEPTA member who is not a signer on the account. This reviewer shall be appointed by the board of directors. The reviewer shall promptly report any concerns or discrepancies identified in the review to the executive committee. If there are no concerns or apparent discrepancies, the reviewer shall sign and date the account statements and provide them to the treasurer.

6.3 Safe Deposit Box: FPEPTA shall maintain a safe deposit box at the bank where its checking account is established. The original copy of any legal documents shall be kept in the safe deposit box. Copies of all legal documents shall be made for the president and secretary and shall be kept in their legal documents binders. The board of directors will determine which elected officers shall have direct access to the safe deposit box.

Note on the FPEPTA Standing Rules:

These standing rules are conditions or rules that FPEPTA chooses to impose upon itself in addition to the WSPTA Uniform Bylaws. Standing rules may be amended by the FPEPTA general membership, but cannot be in conflict with the WSPTA Uniform Bylaws.

Adopted ___May 3, 2014_______

Proposed Interim Budget 2014 (May 2014 - September 2014)

Approved Budgetdate

INCOME 2014-15

Membership $1,500Donations (Direct Give) $1,200Other Income/fundraisers $3,000

Seed Money from Feeder SchoolsDonations/Grants

TOTAL INCOME: $5,700

EXPENSES Operations/Administration

PTA Membership Dues (Approx. 60 @ $9.50 each) $570Non-profit Apllication (IRS 501-(c)(3) Status) $850City Business License $100Article of Incorporation $40Non-profit Status Application with Seceratary of State $40Annual Corporation Report $10

Bank minimum balance in 2 accounts ($100 each)1$200

Safe Deposit Box and Key Deposit $45AIM Insurance $250Accounting Software $200Photocopies, Postage, Supplies, etc $300Intermin Officers Operations Expense $600Website $100

Total Operations/Admin $3,305 Program Support

Hospitality-Open House/Meetings $300

School Start-up Support2 $2,000Total Program Support $2,300

TOTAL EXPENSE: $5,605

Difference: Carryover - Reserve3$95

FOOTNOTES:

1 - If not required the amount will be transferred to Interim Officers Operations Expense.

2 - If "exceed" interim budget fundraising goal, add the amount to the School Start-up Support

3 - Additional funds collected after usage of School Start-up Support will be transferred to the

Annual Fund of 2014-2015 Academic Year

FPEPTA Steering Committee Report May 3, 2014

REQUIREMENTS COMPLETED

• Complete and file

Articles of Incorporation

• Obtain FEIN (Federal Tax ID)

• Complete Business License Application

REQUIREMENTS IN PROGRESS

• Establish Bank Account

• Purchase Insurance

• File IRS Form 1023

(if only it were as simple as it sounds)

• Register as a charity with the Secretary of State

ESSENTIALS COMPLETED

• Google Group for Friends of FPEPTA

• Domain Name Registration

• Email Accounts

• Website Hosting / WYSIWIG

• Website at www.fpepta.org

• Constituent Database

• Tools for Volunteering

• Membership Form

• Donor Form

• PTA and the Law training (Jasmine and Hillary)

• Standing Rules

• Draft Budgets

• Mission Statement