By-Laws

ARTICLE I: NAME

The name of the Association shall be the Region X Head Start Association (RXHSA).

ARTICLE II: PURPOSE

    Give advice to the Region X Head Start Regional Office (comes from aggregate of state Head Start Association input).
  1. Coordinate and develop policy that impacts Head Start programs (legislative, advocacy, national).
  2. Coordinate communication among states.
  3. Identify and develop responses to emerging trends, issues, and practices at the program, association and national levels.
  4. Actively represent the Region X states at the National Head Start Association.
  5. Sponsor annual, regional conference.
  6. This organization is organized exclusively for charitable and education purposes within the meaning of section 501(c)(3) of the Internal Revenue Code.

ARTICLE III: MEMBERS

The four State Associations of Alaska, Idaho, Oregon, and Washington that have paid their annual dues are members.

ARTICLE IV: BOARD OF DIRECTORS

The Board of Directors shall consist of elected directors, staff, parents, and friends of each State Association.

ARTICLE V: QUORUM OF THE MEMBERSHIP

A quorum shall consist of 50% of the Association representing at least three (3) of the four (4) states. A quorum of the Board of Directors shall be a simple majority of the Board excluding the President. The President shall vote in the case of a tie. In addition, the immediate past President of the Association shall serve as an Ex-Officio member of the Executive Board.

ARTICLE VI: BOARD OF DIRECTORS DUTIES

The duties of the Board shall include:

  1. To conduct the business of the Association;
  2. To act to fulfill the stated purpose of the Association;
  3. To develop and monitor an annual operating budget and establish dues;
  4. To coordinate communications between members, the Region X Office, ACF and the National Head Start Association (NHSA).

ARTICLE VII: OFFICERS

The officers of the Association shall be President, Vice President, Secretary, and Treasurer.

Term of Office: The term of office shall be for two (2) years.

Election of Officers

  1. Nominations shall come from the Board of Directors giving consideration to all States.
  2. The Board of Directors shall adopt the slate of officers and National Representatives.
  3. Officers shall be elected by the Region X Head Start board of directors at the November Region X Head Start Association Board Meeting of the even year.
  4. Officers and new Board members shall be announced and officially seated at the end of the annual meeting of the Membership held during the Annual Regional Conference of the year following the election.

ARTICLE IX: DUTIES OF OFFICERS

Section 1 - President

  1. To preside at meetings;
  2. To appoint committees;
  3. To convene regular and special meetings of the Association and the interests of the general membership;
  4. To prepare meeting agendas;
  5. To represent and communicate the directives of the Association and the interests of the general membership;
  6. To exercise general charge and supervision of the affairs of the Association;
  7. To maintain the corporate status of the Association.

Section 2 - Vice President

  1. To perform all of the duties of the President in the President's absence or in the event of the President's inability to perform, and when so acting shall have all the powers of, and be subject to all the restrictions upon the President;
  2. To act as parliamentarian;
  3. To serve as the Chair of the By-laws committee for annual review and updating.

Section 3 - Secretary

  1. To record and distribute the minutes of all meetings within 30 days following the meetings;
  2. To prepare correspondence as directed by the Chairperson;
  3. To ensure the current list of membership is maintained;
  4. To ensure a history of the Association business is maintained;

Section 4 - Treasurer

  1. To ensure fiscal agent maintains a detailed ledger of all receipts and disbursements sufficient to account for the financial activities of the Association;
  2. To have all expenditures verified and approved in writing;
  3. To present current financial statements to the Region X Head Start Association Board;
  4. To bill for and receive annual dues; to notify regional secretary of states in good standing;
  5. To ensure Board adherence to the fiscal policies and procedures;
  6. To serve as the chair of the fiscal policies and procedures committee for annual review and updating.

Section 5 - Vacancies

Shall a vacancy occur in any of the officer's positions; the President shall temporarily appoint a replacement from the remaining Board of Directors. The Board of Directors shall permanently fill the vacated position at the next Board of Directors meeting. If the President's position is vacant, the Vice President shall succeed to the office of President for the remaining term of office.

ARTICLE X: NATIONAL REPRESENTATIVES

National Representatives shall consist of a director, a staff, a parent, and a friend. National Head Start Representatives shall serve as:

  1. A communication liaison between the Region X Head Start Association and the National Head Start Association.
  2. Attend all National Head Start Association Board of Director's meetings when funds permit.
  3. Prepare and distribute written reports to the Board of Directors.
  4. Voice the Region X Head Start Association opinions to the National Head Start Association.
  5. Coordinate activities for legislation and advocacy.

Contingent upon re-election at the State level, a representative shall serve a 2-year term. Terms shall coincide with the National terms of office. Each affiliate shall have National representation as stipulated by the National Head Start Association. If funds are too limited to send a representative from each affiliate a rotation cycle will occur.

ARTICLE XI: COMMITTEES

These by-laws establish three (3) standing committees: Executive Committee, Communication Committee, and Training Committee. Other committees, whether standing or ad hoc may be designated from time to time as the Board of Directors or membership may deem necessary.

Section 1: Executive Committee

The Executive Committee shall consist of the President, Vice President, Secretary and Treasurer. The Executive Committee shall be responsible for the by-laws and finance policies and procedures. The Executive committee shall review grievances.

Section 2: Communication Committee

The Communication Committee shall consist of a director, a staff, a parent, and a friend with equal representation from each state. This committee shall be responsible for scholarship and Web site.

Section 3: Training Committee

The Training Committee shall consist of a director, a staff, a parent, and a friend and with equal representation from each state. The Training committee shall be responsible for planning the annual conference and will be the liaison with the Host State Conference Committee and Conference Coordinator.

ARTICLE XII: MEETINGS

Notice of all regular meetings may be by mail, telephone, telegram, or personal contact, and the agenda and purpose of the special meeting shall be presented at least ten (1) days in advance of said meeting.

ARTICLE XIII: REMOVAL OF OFFICER/REPRESENTATIVE

Any Director of the Board or National Representative may be removed for lack of attendance, malfeasance, conflict of interest or failure to perform duties.

ARTICLE XIV: BUDGET YEAR

The Region X Head Start Association fiscal year shall run from January 1 Through December 31. The Region X Association will budget for each year.

ARTICLE XV: CONTRACTS, CHECKS, DEPOSITS AND FUNDS

Section 1 - Contracts

The President may authorize the execution and/or delivery of contracts on behalf of the Association, and such authority may be general or confined to specific instances.

Section 2 - Authorization of Payment

(See Fiscal Policies and Procedures)

Section 3 - Deposits

(See Fiscal Policies and Procedures)

ARTICLE XVI: CORPORATE STATUS

This organization is organized exclusively for charitable and education purposes within the meaning of section 501(c)(3) of the Internal Revenue Code of 1986 (or the corresponding provision of any future United States Internal Revenue law) or (b) by a corporation contributions to which are deductible under section 170(c)(2) of the Internal Revenue Code of 1986 (or corresponding provision of any future United States Internal Revenue law).

Upon the dissolution of this corporation, assets shall be distributed for one or more exempt purposes with the meaning of section 501(c)(3) of the Internal Revenue Code (or corresponding section of any future tax code), or shall be distributed to the federal government, or to a state of local government, for a public purpose. Any such assets not so disposed of shall be disposed by the Court of Common Please of the county in which the principal office of the corporation is then located exclusively for such purposes or to such organization or organizations, as said Court shall determine, which are organized and operated exclusively for such purposes.

ARTICLE XVII: DISSOLUTION OF THE ASSOCIATION

Section 1 - Dissolution

Dissolution proceedings shall be initialed by the Board of Directors or a majority of the membership which shall by resolution recommend that the Association be dissolved, and direct that the question of such dissolution be submitted to a vote at a regular meeting. Written notice of at least thirty (30) days shall be sent to each member stating that the purpose of such meeting is to consider the advisability of dissolving the Association.

A resolution to dissolve the Association shall be adopted upon receiving a two-thirds (2/3) affirmative vote of the membership.

Section 2 - Liabilities

All liabilities and obligations of the Association shall be paid, satisfied and discharged, or adequate provision shall be made therefore.

Section 3 - Assets

Assets held by the Association upon condition requiring return, transfer, or conveyance, which condition occurs by reason of the dissolution shall be returned, or conveyed in accordance with such requirements.

Section 4 - Limitations on Assets

Assets received and held by the Association subject to limitations permitting use only for charitable, benevolent, educational or similar purposes, but not held upon a condition requiring the return, transfer, or convenience by reason of the dissolution, shall be transferred or conveyed to associations, societies, or organizations, also exempt under section 501(c)(3) of the Internal Revenue Code, and engaged in activities substantially similar to those of the Association, pursuant to a plan of distribution adopted as provided in these by-laws.

Section 5 - Distribution of Assets

A plan providing for the distribution of assets, not inconsistent with the provision of these by-laws may be adopted by the Association for the purpose of authorizing transfer of conveyance of the assets for which the law requires a plan of distribution.

ARTICLE XVIII: PARLIAMENTARY AUTHORITY

The rules contained in the current edition of Robert's Rules of Order, Newly Revised, shall govern the Association in all cases to which they are applicable and in which they are not inconsistent with these by-laws and any special rules of order the Association may adopt.

These by-laws may be amended by two-thirds (2/3) of the majority vote of board members present. Any change must be in writing and mailed to board members thirty (30) days prior to a vote.

Approved By:

  
PresidentDate
  
Vice-PresidentDate
  
SecretaryDate