BYLAWS
ARTICLE I - NAME AND PURPOSE
Section 1 - Name: The name of the organization shall be Home Learners Association of Central New York (herein referred to as HLCNY). It is created in Syracuse, Onondaga County, New York.
Section 2 - Purpose: HLCNY is an incorporated nonprofit organization. HLCNY is formed with purpose of providing support and activities for its members.
Section 3 - Mission:
HLCNY is a member-governed, inclusive community of homeschooling
families in the Central New York (Onondaga, Oswego, Cortland, Herkimer,
Madison, Oneida Counties) area. We encourage and respectfully support a
membership diverse in homeschool style, race, religion, life
philosophy, political views, and family composition and situation. We
endeavor to provide a safe, welcoming environment for varied student
activities, both group-wide and age-specific; from toddlers to teens
and for all levels of abilities and ranges of needs. We provide a
network of support for the entire homeschool family.
ARTICLE II - MEMBERSHIP
Section 1 - Eligibility for Membership: Application for participating and voting Membership shall be open to any homeschooling family in the central New York Region and
surrounding areas that supports the purpose and mission statements
found in Article I, Sections 2 and 3. Membership is granted after the
receipt of the following completed items:
o Membership Application
o Code of Conduct
o Release of Liability
o Dues (paid at time of application)
If
eligibility requirements are not clearly met, Membership may be granted
by a majority vote of the Board. The board may deny membership to any
applicant by a majority vote if they feel an applicant would compromise
the mission, purpose or cohesion of HLACNY.
Section 2 - Member definition:
Each homeschooled child, that child's siblings, and all of that child's
parents and guardians who have met the eligibility requirements listed
in section 1 shall be members of HLACNY and may participate in
activities.
Section 3 - Membership definition:
Each family, defined as a homeschooled child and that child's siblings
(if any) and all of their parents and guardians, will be granted a
single Membership upon completion of the eligibility requirements
listed in Section 1.
Section 4 - Dues:
The amount required for dues each period shall remain fixed, unless
changed by a majority vote of the members at a Member Meeting. Each
Membership shall pay the same dues amount, regardless of family size.
Continued Membership is contingent upon being up-to-date on Membership
dues.
Section 5 - Continuing Membership: Members must continue to meet eligibility requirements at all times to retain member status.
Section 6 - Rights of members:
Each Membership shall be entitled to a single vote in any matter to be
voted on by the group. The following actions shall require the approval
of the Membership at a meeting:
1. Amendment of the by-laws
2. Change of the amount of dues required for Membership
3.
Election of Directors from nominated candidates to succeed those whose
terms are next to expire or to fill any seat during a current term for
which no Director has yet been elected by the Membership
4. The dissolution of HLACNY.
Section 7 - Resignation and termination:
Any member may resign by filing a written resignation with the
Secretary. Resignation shall not relieve a member of unpaid dues, or
other charges previously accrued. A Membership can be terminated for
cause by a majority vote of the Board.
Section 8 - Non-voting Membership: The Board shall have the authority to establish and define non-voting categories of Membership.
ARTICLE III - MEMBER MEETINGS
Section 1 - Meetings:
Meetings shall be planned by the Board, or their designees, in timing
and content, and held once per quarter of the year which will be
determined by the Board of Directors. Other meetings may be held as needed and determined by the Board of Directors.
Section 2 - Meeting notice:
Member Meeting notice shall be sent for receipt not less than 2 weeks
prior to a Member Meeting. The notice may be sent by email or by post
to the appropriate online group or website.
Section 3 - Meeting attendance: All members of HLACNY may attend Member Meetings. All meeting attendance is voluntary.
Section 4 - Quorum: The members present at any properly announced meeting shall constitute a quorum.
Section 4 - Nomination procedures:
The Board will seek and receive nominations for appointees who are
willing to serve in place of retiring Directors. Members may self
nominate. The Board will review the nominations and present them to the
general Membership for election at least two weeks prior to the vote.
The vote will take place by the last general meeting of the fiscal year.
Section 5 - Voting:
The confirmation process will be a simple majority vote of members
present (quorum), where each Membership is assigned one vote. No
mailed-in or absentee voting will be counted unless designated by the
Board at least 4 weeks in advance. In the event
absentee ballots are allowed, only ballots received electronically (via
email, or appropriate internet based data collection method ) by
midnight the night before the scheduled vote will be counted.
Section 6 - Effective date:
Regularly-elected Directors will take office no later than March 31 of the year
they are elected. All other elections, amendments, and votes will take
effect immediately unless otherwise specified at the time of the vote.
ARTICLE IV - BOARD OF DIRECTORS
Section 1 - Board role and size:
The Board of Directors (herein referred to as the Board) is responsible
for directing the overall policy and direction of HLACNY and delegating
responsibility of day-to-day operations to members and teams. The Board
shall have at least 4 members, herein referred to as Directors.
Section 2 - Board responsibilities: It shall be the responsibility of the Board to:
1. Take actions necessary to advance the mission of HLACNY.
2. Perform any and all duties imposed on them by the law, by these by-laws, and by other HLACNY documents.
3. Form teams and approve team leaders and volunteers as necessary within the framework of the by-laws.
4. Meet at such times and places as required by these by-laws.
5. Annually approve a budget.
6. Set the times and places of Member Meetings in compliance with these by-laws.
7. Notify members of Member Meetings in compliance with these by-laws.
8. Notify members of renewal dates and dues.
9. Enter into any contracts on behalf of the HLACNY.
Section 3 - Board compensation: The
Board receives no compensation other than the reimbursement of
reasonable expenses. Reasonable expenses are defined as those necessary
to conducting business within each position.
Section 4 - Nonliability of Directors: The Directors shall not be personally liable for the debts, liabilities, or other obligations of HLACNY.
Section 5 - Director qualifications:
Each Director shall have been an actively participating member of HLACNY
for 6 months prior to nomination. Exceptions to the tenure
qualification may be made by a majority vote of the Board.
Section 6 - Terms:
All Directors shall serve two-year terms, but are eligible for
re-election for an unlimited number of consecutive terms. Each Director
term will end on HLACNY in the second year after its commencement. Director
terms to be staggered yearly so that no more than 1/2 of the Director
terms end in the same year.
Section 7 - Board Meetings:
Special meetings of the Board may be called by any Director via written
request to the Secretary, provided appropriate notice is given. The
Directors may participate in a Board Meeting by means of telephone
conference, computer conference, or similar communications equipment as
long as each Director participating in the meeting can communicate with
all other Directors participating in the meeting. Except in special
cases of privacy concerns or other special circumstances best dealt
with in a closed meeting, all adult members may attend Board Meetings,
if desired, and may voice their comments at the appropriate time as
indicated on the meeting's agenda.
Section 8 - Board Meeting notice:
The meeting schedule shall be published to the Membership via e-mail or
post to the appropriate online group at least two weeks prior to any
regular or special Board Meeting.
Section 9 - Quorum: A Board Meeting must be attended by at least three Directors for business transactions to take place and motions to pass.
Section 10 - Board Decisions: All board actions and decisions shall be made by a majority vote of the Board unless otherwise specified.
Section 11 - Directors and responsibilities:
There shall be four Directors, consisting of two Co-Presidents,
Secretary, and Treasurer. Their responsibilities are as follows:
The Co-Presidents shall
1. Be familiar with these by-laws and see that they are followed, enforced, or amended;
2. Convene regularly scheduled Board Meetings and preside or arrange for another Director to preside at each meeting;
3.
Create the agenda for Board Meetings and Member Meetings. The agenda
shall include opportunities to discuss old business, introduce new
business, and a review of the previous meeting's minutes;
4. Speak on behalf of HLACNY when a group spokesperson is necessary;
5. Respond to inquiries regarding HLACNY agenda and positions;
6. Assume responsibilities created by vacancies on the Board until the positions are filled;
7. Keep a file that includes all information concerning the Co-Leader position. Pass the file on to the next Co-Leader;
8. Delegate these responsibilities as necessary.
The Secretary shall
1. Be responsible for keeping records of Board actions, including overseeing the taking of minutes at all Board Meetings;
2. Send out meeting announcements as described in Article IV, Section 8 and Article III, Section 2;
3. Distribute copies of minutes and the agenda to each Director;
4. Assure that any necessary records are maintained;
5.
Keep a file that includes all information concerning the Secretary
position, including all meeting minutes. Pass the file on to the next
Secretary;
6. Delegate these responsibilities as necessary.
The Treasurer shall
1.
Deposit the funds of HLACNY with the financial institution designated by
the Board and disburse funds under the direction of the Board in
accordance with the budget;
2. Deposit checks within two weeks of receiving them;
3.
Make a financial report showing income, expenditures, pending income,
and anticipated expenditures at each regular Board Meeting;
4. Prepare the annual budget and approve non-budgeted expenditures;
5. Keep accurate records of all incoming and outgoing money;
6. Observe a fiscal year of beginning January 1;
7. Keep a file that includes all information concerning the Treasurer position. Pass the file on to the next Treasurer;
8. Present all records to the internal audit committee for review annually. The
audit committee will be comprised of any member who wished to be part
of the committee provided they meet the membership requirements
provided in Article II, Section 1;
8. Delegate these responsibilities as necessary.
The Membership Director shall
1. Oversee all aspects of membership, including informing prospective members about the organization and distributing appropriate applications and information;
2. Assure that any necessary records are maintained;
3.
Keep a file that includes all information concerning the Membership Director
position, including all membership documents. Pass the file on to the next Membership Director;
4. Delegate these responsibilities as necessary.
Section 12 - Vacancies:
When a vacancy on the Board exists mid-term the vacancy will be filled
only through the next Member Meeting, at which time the position will
be filled by a member vote as described in Article III.
Section 13 - Resignation, termination, and absences:
Resignation from the Board must be in writing and received by the
Secretary. A Director shall be terminated from the Board due to a
failure to renew HLCNY Membership or due to excessive absences, meaning
more than four unexcused absences from Board Meetings in a year. A
Director may be removed for cause by unanimous vote of the remaining
directors.
ARTICLE V - TEAMS
Section 1 - Volunteer teams and positions:
The Board may create teams as needed for functions such as fundraising,
special events, public relations, data collection, etc. Team leaders
are volunteers approved by the Board.
ARTICLE VI - DISSOLUTION
Section 1 - Dissolution procedure:
Any action to dissolve HLACNY must be approved by two-thirds
(2/3) quorum at a Member Meeting called to specifically consider such
action, for which written notice has been issued to all members.
Section 1 - Distribution of property:
If HLACNY at its own option, shall cease to exist, all property shall be
transferred to a not-for-profit all-inclusive homeschool support
organization selected by the members by a majority vote at the Member
Meeting.
ARTICLE VII - AMENDMENTS
Section 1 - Amendments:
These by-laws may be amended by two-thirds majority of the members
present at a properly announced (Article III Section 2) meeting.
Proposed amendments must be submitted in writing to the Secretary not
less than three weeks before a Member Meeting.
CERTIFICATION
These by-laws were approved on March 17, 2009.
The effective date of these by-laws shall be March 17, 2009 .
These by-laws were amended on March 23rd, 2010.
These by-laws were amended on March 22nd, 2011.