Legal name is Hockinson People Working Together             Date of incorporation: October 28, 1999

Date of IRS 501(c)(3) status: July 14, 1994                                   Employer Identification Number 91-1611263

Transportation:

PWT’s liability insurance does not cover cost of transportation (unable to provide private or PWT transportation) Paying for a commercial transportation, like Laidlaw, is acceptable as they take on liabilities

Setting the Proposed Budget

There will be a budget prepared for: primary & intermediate schools, middle school, and high school by the Vice-President.  And the general budget by the President

1. Gather as much information as possible about needs of school
2. Determine type of fund raising activities that will fund these needs
3. Determine the carry-over amount (from last year and to next year)
4. Limit consumable items, such as food stuff, to 20% of overall budget

Publications/Communication

1. Clear district publications articles with the board prior to publication
2. Individual school publications can be approved by the vice president.  If time permits you may wish to pass these by the board
3. Website updates on a regular basis
4. Reader Boards as appropriate

Insurance

1. PWT will carry officer indemnification insurance
2. PWT will carry liability insurance

Legal Records:

1. Financial Records and Reports, Meeting Minutes, Insurance Policies, etc. will be stored in the container
2. Legal Documents: IRS status, Washington Secretary of State, Bylaws, Article of Incorporation, Current Gambling License, Standing Rules, Policies, and other determined legal will be kept in a Legal Records notebook and held by the current secretary. 
3. An amended legal book will be prepared and kept at each school and the HSD office.  To include: current board members, bylaws, current budgets, standing rules, policies, copy of all forms, calendar

Finances

1. PWT is unable to collect funds then redistribute to businesses unrelated to our exempt status (ie: run for the arts, yearbooks, etc.)
2. All expenditures are to be accompanied by receipts
3. A monthly financial report will be prepared for Board Meetings to be balanced with the bank balance
4. An annual internal audit will be conducted between July 1^st and August 31^st.  Board members and officers are excluded from conducting the audit.
5. Two Signatures required on checks & bank transactions
6. Two people count money at events
7. When large amounts of cash are involved, two people accompany deposit to the bank

Gambling

1. Raffle Prize winnings are not to exceed a value of $5000
2. The wager (price of the ticket) is to be at least 1/300^th of the value of the prize

Government Filings

1. State of WA Corporation Filing, due October 31^st (requires a “registered agent” usually the president.  The Board of Directors must approve this change)
2. State of WA Charitable Filing, due November 15^th  (requires Date of Birth “for all officers or persons accepting responsibility of the Charitable Organization”)
3. IRS 990 form, due November 15^th
4. Washington State Gambling License renewal due before November 19^th  (requires SSN for President, Treasurer and Gambling Agent)  
5. Washington State Gambling Activity report due Dec. 19^th (approx)

Forms