HOME Bylaws/Policies
BY-LAWS
OF
HOME
Home-educators Organized for Ministry and Encouragement
Article 1 – Name, Purpose, Location
Section 1 – The name of this organization shall be Home-educators Organized for Ministry and Encouragement (HOME.)
Section 2 – The mission of HOME is to be a Christian support group for families that homeschool in the Pitt County, NC and surrounding areas.
Section 3 – The registered office location of HOME shall be PO Box 30832 Greenville, NC 27833. The organization may have any number of offices at such places as the Board of Directors may determine.
Article 2 - Membership
Section 1 – The membership in this organization shall be open to the following: approved members.
Section 2 - Membership to the organization is fee-based, requiring dues.
Section 3 – Members of the organization shall have the right to one vote of approval per paying family on matters regarding election of Board of Directors after approval of nominees by the existing Board. Voting may be done electronically.
Article 3 – Board of Directors Meetings
Section 1 – Regular meetings of the Board may be held at such place and time as shall be designated by the standing resolution of the Board.
Section 2 – Special meetings may be called by the Board of Directors.
Section 3 – Notice of all meetings shall be provided to each Board member, by e-mailat least 1 week prior to the meeting.
Section 4 - Members of the Board of Directors may participate in a meeting through use of conference telephone or similar communications equipment, so long as members participating in such meeting can hear one another. Members of the Board may vote by e-mail, text or other electronic means.
Article 4 – Board of Directors
Section 1 – The business of the organization shall be managed by a Board of Directors comprised of at least 3 Board members. The Board is responsible for maintaining the overall policy and direction of the organization. The Board shall delegate responsibility of day-to-day operations to the Officers and appropriate committees. Board members shall receive no compensation (other than reasonable expenses) for their service on the Board.
Section 2 – Each member of the Board of Directors shall be a professing believer who embraces the foundational truths of the Christian faith outlined in HOME’s “Statement of Faith,” shall abide by HOME’s “Operating Principles,” has been homeschooling for at least 2 years and has been an active member of HOME during the previous membership year.
Section 3 – After approval of nominees by the existing Board of Directors, members of the organization shall have the right to one vote of approval per paying family on matters regarding election of Board of Directors. Voting may be done electronically.
Section 4 – The Board shall meet at least 6 times per year at an agreed upon time and location. Board members shall not miss more than 2 meeting(s) per year.
Section 5 – All Board members shall serve for a term of 2 years as well as agree to make themselves available to train their successor for 1 year after their time of service on the Board if needed. A second consecutive term is allowed; 4 consecutive years maximum.
Section 6 – Any Board member may be removed from office without assigning any cause by the vote of the Board at any meeting of the Board.
Section 7 – Any Board member may resign at any time by giving notice to the rest of the Board members.
Section 8 – In the event of a vacancy on the Board mid-term (including situations where the number of Board members has been deemed necessary to increase), the Directors shall fill the vacancy by approval of nominees by the Board and vote of approval from the HOME membership.
Section 9 – A quorum must be attended by at least 60% percent of the Board members before business can be transacted or motions made or passed.
Article 5 – Officers
Section 1 – The Officers of the organization shall be President, Vice President, Treasurer and Secretary. Members of the Board of Directors shall have the right to one vote on matters regarding election of Officers. The Board may also create other Officers it deems necessary.
Section 2 – Officers serve for a minimum of a 1 year term.
Section 3 – Any Officer may be removed from office without assigning any cause by the vote of the Board at any meeting of the Board.
Section 4 – Officers of the Board will not be compensated via salary or other benefits for their service as an Officer of the Board.
Section 5 –President
The President shall convene regularly scheduled Board meetings and shall preside or arrange for other members of the Board of Directors to preside at each meeting in the following order: Vice President, Secretary and Treasurer. The President shall be primarily responsible for the implementation of policies determined by the Board of Directors. In addition, they shall perform all duties incident to the office of President and such other duties as from time to time may be assigned to them by the Board of Directors. The President may delegate some duties to other Officers as needed and not inconsistent with these By-laws.
Section 6 – Vice President
The Vice President will chair committees on special subjects as designated by the Board. In the absence of the President or in the event of death, inability, or refusal to act, the Vice-President, unless otherwise determined by the Board of Directors, shall perform the duties of the President, and when so acting shall have all the powers of and be subject to all the restrictions upon the President. In addition, they shall perform all duties incident to the office of Vice President and such other duties as from time to time may be assigned to them by the Board of Directors.
Section 7 – Secretary
The Secretary shall be responsible for keeping records of Board actions, including taking the minutes at all board meetings, sending out meeting announcements, distributing copies of minutes to each Board member, and assuring that corporate records are maintained. In addition, they shall perform all duties incident to the office of Secretary and such other duties as from time to time may be assigned to them by the Board of Directors.
Section 8 – Treasurer
Treasurer shall have charge of and be responsible for all funds of HOME. They shall be responsible for maintaining adequate financial accounts and records in accordance with generally accepted accounting practices for the preparation of appropriate operating budgets and financial statements. The Treasurer shall make a financial report at each Board meeting. The Treasurer shall chair the Finance Committee, assist in the preparation of the budget, and make financial information available to Board members and the public. In addition, they shall perform all duties incident to the office of Treasurer and such other duties as from time to time may be assigned to them by the Board of Directors.
Article 6 – Committees
Section 1 – The Board may create committees as needed for such activities as annual standardized testing, special events and educational programs. The Board shall appoint all committee chairs.
Section 2 – No committee shall have any power to: fill vacancies on the Board, adopt, amend, or repeal the by-laws, amend or repeal any resolution of the Board, or act on matters committed by the by-laws or resolution of the Board to another committee of the Board.
Section 3 – Finance Committee
The Treasurer shall be the chair of the Finance Committee. The Finance Committee shall be composed of at least 2 but no more than 3 Board members. The Finance Committee is responsible for developing and reviewing fiscal procedures, overseeing the annual audit, and reviewing and explaining the annual budget to the full Board. The budget is approved by the vote of the full Board. Financial reports and updates shall be provided by the Finance Committee to the board monthly.
Article 8 – Amendments
Section 1 – These By-laws may be amended when deemed necessary by a majority vote of the Board of Directors. Proposed amendments must be submitted to the Secretary and sent along with regular board meeting notices.
Article 9 - 501(c)(3) Tax exempt
Section 1 - Upon the dissolution of HOME, assets shall be distributed for one or more exempt purposes within the meaning of section 501(c)(3) of the Internal Revenue Code, or corresponding section of any future federal tax code, or shall be distributed to the federal government, or to a state or local government, for public purpose.
Section 2 - HOME is organized exclusively for charitable, religious, educational, and/or scientific purposes under section 501(c)(3) of the Internal Revenue Code. No part of the net earnings shall inure to the benefit of, or be distributable to its members, directors, officers, or other private persons, except that the organization shall be authorized and empowered to pay reasonable compensation for services rendered and to make payments and distributions in furtherance of the purposes set forth in the purpose clause hereof.
Section 3 - No substantial part of the activities of HOME shall be the carrying on of propaganda, or otherwise attempting to influence legislation, and the organization shall not participate in, or intervene in (including the publishing or distribution of statements) any political campaign on behalf of any candidate for public office.
Section 4 - Notwithstanding any other provision of this document, the organization shall not carry on any other activities not permitted to be carried on (a) by an organization exempt from federal income tax under section 501(c)(3) of the Internal Revenue Code, or corresponding section of any future federal tax code, or (b) by an organization, contributions to which are deductible under section 170(c)(2) of the Internal Revenue Code, or corresponding section of any future federal tax code.
Article 10 – Conflict of Interest
Section 1 – Whenever a director or officer has a financial or personal interest in any matter coming before the board of directors, the affected person shall a) fully disclose the nature of the interest and b) withdraw from discussion, lobbying, and voting on the matter. Any transaction or vote involving a potential conflict of interest shall be approved only when a majority of disinterested directors determine that it is in the best interest of the corporation to do so. The minutes of meetings at which such votes are taken shall record such disclosure, abstention and rationale for approval.
Financial
This policy is in place due to growth of HOME and financial accountability.
- Anyone wanting to start a new club/organization within HOME needs to meet with the Board prior to starting the club/organization for approval and to discuss financial policy and other aspects of starting a club.
- All original receipts need to be given to the Treasurer within 60 days for any reimbursements for financial accountability. These receipts need to show what was bought and why. This includes anyone spending money for HOME clubs/organizations/events/activities and wanting reimbursement from HOME.
- Any single item purchase over $50.00 and/or total purchase over $100.00 needs to be approved by the Board, prior to purchase. Anything not used explicitly for the operation of a club or organization or event within HOME also needs to be approved by the Board, prior to purchase (i.e. an item to be used for multiple events or that can be used by different clubs or organizations within HOME). If not approved by the Board, then funds will not be reimbursed. In order to seek approval by the Board, a member of HOME needs to contact any board member to explain what is needed and why. The Board member will then discuss with other Board members and a decision will be rendered in a timely manner. If these guidelines are not followed, funds will not be reimbursed. All funding raised by clubs/organization/event committees within HOME stays in the HOME account for the sole use of that club/organization/event until money is depleted or the club/organization dissolves. Any item(s) purchased by HOME belong to HOME.
- For your convenience the Treasurer will have the checkbook at the monthly meetings, and at HOME events and activities. You can still contact the Treasurer to have checks mailed or to schedule a meeting place to pick up a check.
All financial decisions made are to benefit HOME as a whole. The Board will act in accordance with being good stewards of the resources with which God has entrusted us.
If there are any concerns with this policy, please see a Board member.
HOME SGA Guidelines
SGA is only open to members of HOME, 8th-12thgrade and leaders will have access to publicizing in all forms of HOME’s communication (i.e. website forums, email).
- SGA Adult Leader Responsibilities –
o Read and agree to the HOME Member Handbook, SGA Guidelines, and Financial Policy
o Agree to Background Check paid for my HOME every 3 years
o Sign HOME Statement of Faith
o Update page on the HOME website with information as needed
o Ensure posting of meeting locations and times on the HOME website calendar
o Ensure posting of announcements regarding SGA on the appropriate HOME website forum
- Monthly Report and copy of meeting minutes is to be submitted the Thursday before the HOME Board meeting (2ndTuesday of the month) to Secretary
o Any major issues (i.e. officer conflict, parent concerns, major discipline issues) need to be communicated with HOME Board.
o Any major changes (i.e. change in leadership) need to come before the HOME Board for final approval.
- Any changes to by-laws, policies/procedures (i.e. election process, etc.) needs to come before the HOME Board for approval prior to posting on HOME website so that the HOME Board can offer objective perspective and support.
IMPORTANT: Whenever there is a major incident during the time that SGA is meeting (injury, damage done to building, etc.) the HOME Board needs to be notified within 24 hours.
SGA Financial Policy
- Yearly SGA budget proposal needs to be submitted to the HOME Board by the April Board meeting each year for approval.
- Detailed records of income and expenses must be kept and reconciled monthly and submitted to the HOME Board in the monthly report.
- Any fees collected must be paid with check (made out to HOME SGA,) cash or electronic payment set up online. A receipt for cash must be given to individual and one kept for records whenever possible.
- This income must be deposited into the HOME SGA account for accurate records.
- Expenses may be paid out of the HOME SGA account with the HOME SGA debit card, or HOME SGA check for accurate records.
- Expenses can be paid by process of reimbursement if needed. All original receipts need to be given to SGA within 30 days for any reimbursements for financial accountability. These receipts need to show what was bought and why. This includes anyone spending money for SGA wanting reimbursement from SGA.
- Any expense not in SGA’s approved budget over $200.00 needs to be approved by the Board, prior to purchase. If the matter cannot wait until the next Board meeting, in order to seek approval by the Board, the SGA Leader can contact the HOME Treasurer to explain what is needed and why. The Treasurer will then discuss with the other Board members and a decision will be rendered in a timely manner.
- All funding raised by SGA stays in the HOME SGA account for the sole use of SGA until money is depleted or SGA dissolves. Any item(s) purchased by SGA belongs to SGA.
- There will be no borrowing of money from outside of the HOME account to fund SGA.
- Funds may be requested from the HOME main account with approval of the HOME Board.
- Money may be donated from an outside source to fund SGA. This donation must be deposited in the HOME SGA account, unless it is in the form of a gift card.
- If a petty cash fund is needed, it is to be kept to a maximum of $100 and treated like a checking account. Detailed records are to be kept for this fund including deposits and expenses and reported in monthly report.
- SGA End of the Year Financial Statement needs to be submitted to the HOME Board at the June Board meeting each year. This will be sent to the HOME Members on the Forum mid-June.
These guidelines and policies are in place to ensure the integrity of HOME, protect the leaders of HOME, and meet the requirements of the law securing our 501c3 status. The HOME Board may revise the guidelines and policies, as needed insuring that the SGA leaders are made aware of the changes.
Board Email: HOMEPittCounty@gmail.com