Dear Alcott PTSA Community,

It has come to our attention that misinformation has been circulating within our school community regarding the PTSA and the upcoming Special Membership Meetings. We encourage our community to thoughtfully seek out accurate, factual, and well-rounded information. In today’s digital environment, information can spread quickly and is not always verified, accurate, or honest. As a community, we share a responsibility to look beyond one-sided or unverified accounts, ask questions, and consider multiple perspectives before forming conclusions. It is equally important that we approach concerns with care and thoughtfulness, rather than reacting to incomplete or secondhand information. By doing so, we model for our children the importance of critical thinking, respectful engagement, and a commitment to fairness and truth.

The PTSA is committed to transparency and welcomes questions, feedback, and open dialogue. Members have the right to request and review PTSA financial and organizational documents, and we are always happy to provide information and context to support understanding. Access to these materials allows members to distinguish fact from misinformation, including unverified content shared on social media (e.g., Facebook) or on websites created by anonymous individual(s) claiming to represent “Alcott Families.” We encourage anyone with questions to reach out so we can ensure you have accurate and complete information.

We have also received a number of thoughtful questions regarding the Special Membership Meeting, voting, the budget, and procedures related to WSPTA Uniform Bylaws and Washington State nonprofit law. We sincerely appreciate this engagement and welcome the opportunity to provide clarity. Below, we address and clarify these topics in the form of Q&A.

With voting approaching, we feel a shared responsibility to ensure our community has access to accurate and helpful information. Our goal is for all members to feel informed, included, and confident as they make decisions that impact our children and our school.

If you have additional questions that are not addressed here, we warmly invite you to reach out. We are always happy to connect, listen, and take the time needed to support our community.

Lastly, we would like to extend our heartfelt gratitude to those who have reached out over the past two weeks with support and appreciation. Your kindness means a great deal, and we are truly grateful to serve such a caring and engaged community.

Sincerely,

Your PTSA

Q and A

1) Can you tell me what is going on and how I can vote?

On March 10, the PTSA received a letter from the spouse of a former PTSA board member stating that at least 5% of members were demanding a Special Membership Meeting to address invalidating the budget that was voted and approved at the February 27, 2026 Winter General Membership Meeting (GMM).

If the budget were to be invalidated, the PTSA would lose legal authority to spend funds. This would result in an immediate pause and cancellation of programs and activities that support our students, teachers and school.

To help ensure continuity of these important programs, the PTSA has called a Special Member Information Session on April 20, 2026 to allow members to discuss ratifying the budget that was approved at the February 27 GMM. 

By voting to ratify the member-approved budget, members will send a strong message to the community that they support continued funding of important programs for our students, teachers and the school community.

Voting will take place from April 22, 2026 at 8:00 AM through May 2, 2026 at 8:00 AM. An electronic voting link will be sent to all eligible PTSA members prior to the start of voting. Members do NOT need to attend the Special Member Information Session on April 20, 2026 to vote.  

Please visit our webpage for more detailed information:

https://alcottptsa.membershiptoolkit.com/ptsa_special_member_meeting_notice

2) How is it possible that only 5% of members can demand a Special Member Meeting to invalidate the budget that was approved by the members at the 2/27/26 Winter General Membership Meeting (GMM)?  If we have 311 members, that is only 16 out of 311.  Shouldn’t it be at least 51%?

According to Washington Nonprofit Corporation Act (RCW 24.03A.395), 5% of members can demand a Special Member Meeting.  Once the demand is submitted to the PTSA by at least 5%, the PTSA is legally required to make an announcement of the meeting, and this meeting must occur 10-60 days from the date of the announcement (RCW 24.03A.410). 

On March 10, the PTSA received a letter from a member demanding a Special Member Meeting to address invalidating the budget that was voted and approved at the February 27, 2026 Winter General Membership Meeting (GMM).  They submitted a petition that they circulated around our school community to gather signatures of at least 5% of members. 

For this reason, the PTSA was legally required to set a Special Member Meeting date (6/3/26).  At this meeting on 6/3/26, only 10 members out of 300+ members are needed to make the meeting official.  Of the 10, only 6 members are needed to invalidate the budget that was voted and adopted by members at the February 27, 2026, Winter General Membership Meeting (GMM). 

3) Why are there two Special Member Meetings? 

The Special Member Information Session on April 20, 2026, from 12:30–1:30 PM, was scheduled by the PTSA as an opportunity for discussion, information sharing, and to answer any questions members may have about ratifying the budget that was voted and adopted at the February 27, 2026 Winter General Membership Meeting (GMM).  

After the Special Member Information Session on April 20, 2026, the eligible members will get a chance to vote. Beginning April 22, 2026, at 8:00 AM, PTSA members may vote on whether to ratify the budget that was approved at the February 27, 2026 Winter General Membership Meeting (GMM). The last day to vote will be May 2, 2026, at 8:00AM. Members do NOT need to attend the Special Member Information Session on April 20, 2026 to vote.  

https://alcottptsa.membershiptoolkit.com/ptsa_special_member_meeting_notice

The Special Membership Meeting on June 3, 2026, from 12:30–1:30 PM, was demanded by at least 5% of members to address invalidating the budget that was approved at the February 27, 2026 Winter General Membership Meeting (GMM). The PTSA is legally required to send out notice of this meeting to all PTSA members and hold this meeting. Voting for this meeting will happen at this meeting. Only 10 members are required to make this meeting official. Of the 10, only 6 members are needed to invalidate the budget that was voted and adopted at the February 27, 2026, Winter General Membership Meeting (GMM).

4) If members vote to ratify the budget during the April 22–May 2, 2026 voting period, can the PTSA cancel the June 3, 2026 Special Membership Meeting that seeks to invalidate the budget?

While that makes logical sense, the answer is no. Even if members vote to ratify the budget during the April 22 - May 2 voting period, the June 3, 2026 Special Membership Meeting cannot be canceled.

Under governing rules, members who meet the required 5% threshold have the right to demand a Special Membership Meeting to consider specific actions, such as invalidating a budget that was previously voted and adopted by the membership.  As long as this 5% threshold is met, the PTSA is required to provide notice and hold the meeting. There is no limit to how many times such a meeting may be demanded for the same purpose of invalidating the member approved budget.

By participating in the ratification vote, members have the opportunity to reaffirm the budget that was approved at the February 27 General Membership Meeting and express their support for maintaining continuity in programs and operations that benefit students, teachers, and the broader school community.

5) Is it really true that if the budget is invalidated, all PTSA programs supporting our children’s education and teacher support will stop? 

The PTSA remains deeply committed to supporting our students, school, and community, and we have been working closely with guidance from the Washington State PTA (WSPTA) to navigate the current situation.

According to WSPTA guidance, a PTSA cannot operate without an approved budget. The PTSA board is responsible for preparing and presenting a proposed budget, and the membership votes to adopt or not adopt that budget.

At the February 27, 2026 Winter General Membership Meeting (GMM), the PTSA presented a revised budget, and the membership voted to adopt it. Since that time, the PTSA has been operating under that approved budget.

If the budget were to be invalidated, the PTSA would no longer have an approved budget in place. Under guidance from WSPTA, the adopted budget provides the authorization for all PTSA spending. Without a member-approved budget, the PTSA does not have authority to approve expenditures.

As a result, the board would need to pause spending and program-related expenses until a budget can be presented and adopted by the membership. This could significantly impact PTSA-funded programs and activities supporting our students, teachers, and school during that time.

6) Why was the budget revised at the Winter GMM on 2/27/26 and where did the $48,262.60 surplus come from?

At the 2024-2025 Spring General Membership Meeting (6/5/2025), the 2024-2025 PTSA board proposed a budget for the 2025-2026 school year based on how much money they anticipated would be carried forwarded to the 2025-2026 PTSA board, and how much income they expected the 2025-2026 PTSA board to generate.  This budget was created by the 2024-2025 PTSA board and presented to the members at the Spring General Membership Meeting on June 5, 2025, and the members voted to adopt it. 

At the beginning of the 2025-2026 school year, the new 2025-2026 PTSA board revised that budget slightly, and presented it again to the members at the Fall General Membership Meeting (9/26/26).  The members reviewed the slightly revised budget and voted to adopt it. 

The budget that was voted and approved at the Fall General Membership Meeting (9/26/26) was based on the following information:

1)  On July 1, 2025, the newly elected PTSA Board began its 2025–2026 term with a starting balance of $67,865.28 in the PTSA checking account. This amount reflected funds remaining after the 2024–2025 board concluded its term on June 30, 2025. 

2) Using this starting balance, the Board developed an annual budget, and conservatively projected $28,309.72 in additional income through fundraising and other sources. Based on a total anticipated income of $96,175.00 ($67,865.28 + $28,309.72 = $96,175.00), the PTSA proposed expenditures of $96,070.94. This budget was presented to the membership at the Fall General Membership Meeting (GMM), and was approved by a vote of the membership.

3) On February 16, 2026, our mid-year financial analysis showed that the PTSA had raised $76,572.32 - exceeding our original fundraising projection by $48,262.60 ($76,572.32 - $28,309.72 = $48,262.60). This additional income came from a combination of fundraising efforts ($42,532.88), corporate matching and donations ($23,109.98+$2,976.98), clothing sales ($1,285), membership fees ($6,535), and other contributions ($132.48).

Additional details about the revised budget approved at the February 27, 2026 Winter General Membership Meeting (GMM) can be found here:

https://alcottptsa.membershiptoolkit.com/ptsa_winter_gmm_revised_budget

As a nonprofit 501(c)(3) organization, the PTSA is expected to use its funds in alignment with its mission to support students and the school community. While it is appropriate to maintain reasonable financial reserves, best-practice guidelines generally recommend holding approximately 3–12 months of operating expenses. For context, our annual operating expenses are just under $4,000, and we already maintain sufficient reserves, including more than $15,000 in savings.

In keeping with nonprofit best practices, funds beyond reasonable reserves are intended to be used to directly benefit the students, school, and community we serve, rather than being held without a defined purpose.

7) How was the revised budget prepared? And is it fair and equitable, benefiting a large number of students?

The revised budget was developed by the PTSA Board through a thoughtful and collaborative process. Input was gathered from school leadership and the community to better understand current needs and priorities across the school community. The board also reviewed mid-year financial data, including higher-than-expected income generated this year, to determine how additional funds could be responsibly and meaningfully allocated.

In prioritizing budget additions, the board focused first on programs and services affected by reductions in state and district funding, such as emergency preparedness, field trips, outdoor learning, and transportation. The board then identified opportunities to expand enrichment programs that benefit all students, including school-wide assemblies, STEM, art, and dance education. Consideration was also given to targeted supports, such as one-time sensory room and special education resources for the new building construction, kindergarten field trip transportation, fifth-grade camp, and assistance for students from low-income families.

The resulting budget reflects a balance between broad, school-wide benefits and targeted support for specific student needs. Many of the funded items directly impact the entire student body, while others ensure that students who may need additional support are included and supported.

Finally, while the board prepared the proposed revisions, the budget was ultimately reviewed and approved by PTSA members through a vote at the Winter General Membership Meeting (GMM) on February 27, 2026. This membership approval is a highly important part of this process because it ensures that the decision to adopt the budget ultimately lies in the hands of our members, thereby reflecting the values and priorities of our membership.

8) I signed the petition because I was told that members were silenced by being kept on mute at the 2/27/26 Winter GMM.

The WSPTA Uniform Bylaws designate Robert’s Rules of Order Newly Revised (12th ed.) as the parliamentary authority for WSPTA, as well as for local PTSAs and councils. Under these rules, organizations have the authority to establish procedures for virtual meetings to ensure order, fairness, and effective participation.

In larger virtual meetings, it is standard practice to keep participants on mute to maintain decorum and allow the meeting to proceed efficiently. Robert’s Rules also distinguishes between small meetings (generally around 12 people or fewer) and larger assemblies, where more structured procedures are necessary.  The Winter General Membership Meeting on February 27, 2026 was the largest stand-alone membership meeting we had in more than three years, with 29 participants.

Consistent with these principles, members at the February 27, 2026 Winter General Membership Meeting (GMM) were able to actively participate by voting, making nominations, and submitting questions through the chat. Questions were addressed during the meeting as time allowed, and any remaining questions were answered afterward on the PTSA website.

In accordance with Robert’s Rules, “a member may not speak in debate until they have been recognized by the chair.” In a virtual setting, this means members must indicate their desire to speak in a clear and appropriate way - such as raising their hand or stating in the chat, “I would like to be recognized” or “I would like to speak.” This allows the chair to manage discussion in an orderly and fair manner.

At the same time, the PTSA understands that some participants may not have been familiar with these procedures during the February 27 meeting. Because it is important that all members feel heard and valued, the PTSA scheduled a Special Member Information Session on April 20, 2026. One of the intentions of this session was to provide an additional opportunity for members to ask questions, share input, and participate more fully, particularly for those who may not have been familiar with the process in Robert’s Rules for being recognized to speak. 

9) Why was the Winter GMM held online at lunchtime?

For the Winter General Membership Meeting (GMM), the meeting format and timing were determined based on member feedback. Many families shared that attending in-person meetings after school can be challenging due to childcare and scheduling constraints. While evening, in-person meetings can be successful when paired with supports like dinner and student activities (e.g., pizza and a movie), the PTSA’s time and resources were focused on planning several large school events taking place around the same time as the Winter GMM.

Based on feedback that an online midday option might be more accessible, we held the Winter GMM virtually at 12:30 PM. This approach proved highly successful, resulting in the highest attendance we have seen in more than three years for a standalone meeting.

Given this strong participation, we scheduled subsequent Special Member meetings using the same format and time. This was especially important for the April 20, 2026 discussion session, which was organized on short notice.

We also recognize that this meeting time may conflict with some teachers’ schedules. After hearing from two teachers who expressed interest in participating but were unable to attend the midday session, we have scheduled an additional in-person information session for teachers and staff on April 20, 2026, immediately after school. We value our teachers’ perspectives and welcome the opportunity to answer questions, as well as hear their thoughts and feedback.

10) Purpose #4 describes a Membership removal procedure. Why was it put in there, and in what situation would it be used?

The PTSA board has been working closely with the Washington State PTA (WSPTA) to help guide us through the current situation. According to WSPTA, many PTSAs include a membership removal provision in their Standing Rules, typically requiring a two-thirds (2/3) vote, as reflected in the WSPTA sample Standing Rules template for local PTAs (Section 10, 2024–25 Sample Local Standing Rules Template).

Purpose #4 was included as an option for members to consider in order to provide a structured process, consistent with WSPTA guidance, for addressing rare situations involving serious and ongoing concerns about member conduct that could impact the organization’s ability to function effectively.

We want to be clear that we value all members and their voices. Holding differing opinions or disagreeing with the board is not, in itself, grounds for any disciplinary action or membership removal.

This process would only be used in rare and exceptional circumstances, and only as a last resort after other efforts toward resolution have been exhausted.

If initiated, the process would follow strict procedures outlined in WSPTA policy (including Section 2.6.2 of the WSPTA Policy Manual) to ensure fairness, due process, and an impartial review. This includes the WSPTA Bylaw requirement to follow WSPTA Policy 2.6.2, which includes the requirement that WSPTA provide two members of the three‑person review committee before any member can be terminated.  The PTSA board does not have the authority to remove membership unilaterally.

Purpose #4 was developed under the guidance of the WSPTA representatives to ensure alignment with WSPTA Uniform Bylaws and policy. It is a structured safeguard that PTSAs may choose to include in their Standing Rules, recognizing that membership removal is a serious measure requiring significant procedural oversight.

This purpose has been included in the upcoming vote so that members can decide for themselves whether to adopt this safeguarding provision into our Standing Rules.

11) I signed the petition without being informed of the facts. Will my name go in the record somewhere? How can I retract my signature from the petition?

All signed petitions will be included in the official record as an addendum to the April board meeting minutes.

Under Robert’s Rules of Order Newly Revised (12th ed.), which govern PTSA procedures, a signature on a petition may not be withdrawn once certain procedural steps have occurred. In general, this includes situations where the petition has already been validated as sufficient and the organization has taken official action in reliance on it, such as issuing notice for a required meeting.

We understand that members may sometimes sign petitions before having all the relevant information.  While we cannot remove your name from the petition, we can add a note in our meeting minutes about your request. 

12) I am a teacher with reimbursements that need to be submitted to the PTSA. Can I still do that?

Yes, of course! Teachers and staff should continue submitting reimbursements as usual.

The PTSA will continue operating under the budget that was approved by members at the February 27, 2026 Winter General Membership Meeting (GMM). Reimbursements and approved expenditures will be processed in accordance with that adopted budget.

Only if the budget is not ratified by members during the April 22–May 2, 2026 voting period, or if it is later invalidated at the June 3, 2026 Special Membership Meeting called by the 5%, would PTSA spending need to stop.

If that were to occur, the PTSA would communicate directly with the school, teachers, and staff right away and provide clear guidance on next steps.

For now, there is no change to the reimbursement process, and we appreciate your continued partnership in supporting students and school programs.

13) What happens next and how can I ensure that the PTSA can continue to function?

The next step is a Special Member Information Session on April 20, 2026, at 12:30 PM. This session provides an opportunity for members to ask questions, share feedback, and learn more about the budget and upcoming votes. The meeting link can be requested from website@alcottptsa.org.

Following this, voting will be open to all eligible PTSA members, regardless of attendance at the information session. Electronic voting will take place from April 22, 2026, at 8:00 AM through May 2, 2026, at 8:00 AM. All eligible members will receive an email with a voting link prior to the start of voting. Attendance at the April 20, 2026 information session is NOT required to vote.

Voting YES on all 4 Purposes during the April 22, 2026 – May 2, 2026 voting period ensures that:

Programs our student rely on continue
The will of the majority is upheld
Our PTSA remains functional and focused on supporting our students.