Bylaws of the Hill Country Home School Association
BYLAWS OF THE
HILL COUNTRY HOME SCHOOL ASSOCIATION
This organization shall be known as Hill Country Home School Association. (HCHSA) For the purposes of this document it shall be called the Association.
STATEMENT OF BELIEFS
Our organization is Christ-centered with the Bible providing our basis and standard of truth and values. We believe the Bible is the inspired and infallible Word of God and represents the final authority for faith and life. The Bible, in its original autograph, is without error in whole or in part; including theological concepts as well as geographical and historical details. (II Tim. 3:16, II Peter 1:20-21, Matt. 4:4.)
We believe that God has existed from all eternity in three persons: God the Father, God the Son, and God the Holy Spirit. Jesus Christ came in human flesh being fully God and fully man except without sin. (John 1:1, John 1:14, John 10:30, John 8:58, Phil. 2:5-11.)
We believe that all men are in violation of God’s righteous requirements and His holy character both by nature and act; and are therefore under His wrath and just condemnation. The central purpose of the coming of Jesus Christ was to pay the penalty for man’s sin through His substitutionary death on the cross - the successful accomplishment of which was attested to by His subsequent visible, bodily resurrection. (Isaiah 53:6, Isaiah 53:12, Romans 6:23, John 3:16-18, Acts 5:30-32, Acts 13:29-39.)
We believe salvation is offered as a gift; free to the sinner. The gift must be responded to in individual faith, not trusting in any personal works whatsoever, but the sacrificial death of Jesus Christ alone. (Romans 3:21-26, Ephesians 2:8-9.)
We believe that God has given to parents the responsibility of training, educating and nurturing their children. (Deut. 6:6-7, Prov. 22:6, Ephesians 6:4.) We are actively homeschooling our own school-age children and are responsibly, consistently teaching our children on their own individual levels.
STATEMENT OF PURPOSE
Our purpose in meeting together is to encourage and support one another in the pursuit and continuance of homeschooling. We want to share experiences, to pool resources, and to provide opportunities for ourselves and our children to build relationships with others who profess faith in Christ and whose values and perspectives are as our own.
Each of us emphasizes character development and academic excellence within his own home. It is our desire that each child would be led to a personal relationship with Christ and trained in Scriptural principles and values. We believe that academic excellence will be a natural outcome of responsible, consistent homeschooling. We believe that our children will become responsible, well-adjusted, productive members of society through the strong and consistent influence, training, love, and discipline of their parents. We will encourage one another in these areas, exchanging information and ideas, but our organization will not attempt to set standards for character development, religious training, or academic curriculum, methodology, or achievement.
There shall be two classes of members which are admitted by household.
- Active members must:
a. Pay annual dues, and
b. Be actively engaged in homeschooling
- Affiliate members must:
- Pay annual dues, and
- Be referred by an active member.
OFFICERS AND DUTIES
1. (a) This Association shall be governed by a Board of Directors, which shall consist of seven active member couples (a husband and wife). Each Director must sign the Statement of Beliefs as stated in Article II, affirming these as his or her personal beliefs. The following elected officer couples shall serve as Directors: President, Vice-President, Secretary, Treasurer, Communications Director, Membership Director and Co-op Liaison. Terms of office for Directors shall be concurrent with the terms of office of the officers. Each couple shall have one vote on any issue placed before the Board of Directors. The immediate past president, having left office in good standing, shall serve on the Board of Directors for a one-year term, but shall have no vote and shall serve in an advisory capacity only. A vacancy in the immediate past president position on the Board will not be filled.
(b) As appropriate, each couple will endeavor to prayerfully seek God's answers for decisions that come before the Board, and will strive, when possible, to seek solutions until all involved parties are able to form a consensus. The Board of Directors shall have authority to make all decisions, except for these instances: (1) elections and removal of officers, (2) approving the annual financial report and/or budget (3) amendments to the Bylaws, (4) amendments to the Standing Rules.
(c) All Board members must be active members for at least one school year (September to May), must have signed The Statement of Beliefs, and completed a criminal background check, which will be repeated every 2 years as they remain on the Board. All officers must be active members, must have signed The Statement of Beliefs, and completed a criminal background check, which will be repeated every 2 years as they remain in an office.
2. Elections will take place at the annual Parents’ Meeting. The terms of office for Board members and officers shall be July 1 to June 30.
3. Any officer may be removed from office by a two-thirds (2/3) vote of the active members present at a parents’ meeting.
4. The Board of Directors shall appoint a replacement in the event any office becomes vacant before the end of its regular term.
5. (a) President: The President shall (1) serve as the Chairman of the Board of Directors, (2) preside at all meetings of the Association, (3) act as official representative of the Association in all public relation endeavors, (4) establish any committees that shall become necessary, (5) plan and coordinate the Moms’ and Parents’ Meetings, (6) administer/co-moderate the Hill Country Home School Association e-group, blog, newsletter, and website, (7) work with the Communications Director on brochures, press releases, website or any communications representing the association, (8) serve as an ex-officio member of all committees.
(b) Vice-President: The Vice-President shall (1) secure locations for Parents’ and Moms’ Meetings, (2) timely submit to the Communications Director any announcements concerning the program for up-coming meetings, (3) preside at any meeting in the absence of the President, and (4) perform all duties of the President in the event that the office of the President shall become vacant, until the Board of Directors appoints a replacement.
(c) Secretary: The Secretary shall (1) serve as the Secretary of the Board of Directors, (2) accurately record all resolutions and the transaction of all business of the Board of Directors, (3) keep the minutes of the Parents’ Meetings, (4) be prepared to give a reading of the previous meeting’s minutes at any Association meeting, (5) timely submit minutes from all meetings to the Communications Director for publication, (6) distribute ballots, tally and record votes during elections and other issues requiring a vote, and (7) maintain and bring to all meetings the HCHSA History and Guidelines Notebook and a current copy of Robert's Rules of Order.
(d) Treasurer: The Treasurer shall (1) be responsible for filing all information returns, including those to governmental agencies, as required by law, (2) keep up-to-date dues records, (3) receive and disburse all funds for any expense incurred by the Association, (4) be prepared to give a reading of the current financial records at any Association meeting or Board of Directors meeting, and (5) present the annual financial report at the last scheduled meeting.
(e) Communications Director: The Communications Director shall (1) co-moderate the Hill Country Home School e-group, blog, newsletter and web site, (2) collect, compile, and coordinate announcements to give to the President for editing and approval, and post such approved announcements as assigned, and (3) work with the President on brochures, press releases, website or any communications representing the Association.
(f) Membership Director: The Membership Director shall (1) provide a greeter at all meetings, (2) ensure that each attendee has a name tag, (3) serve as an administrator on the website to manage directory, membership and renewal sections, approving new members after confirming dues payment and signed statement of beliefs, resetting memberships annually, (4) make available the Association’s Bylaws and Statement of Beliefs at Association meetings, (5) assist Secretary in tallying of votes during elections and other issues requiring a vote, (6) work in conjunction with the treasurer to insure timely payment of annual invoice with Homeschool-Life.com, and (7) inform officers of new members.
(g) Co-op Liaison: The Co-op Liaison shall (1) be selected by the Co-op Leadership Committee, (2) serve as a member of the Co-op Leadership Committee, (3) inform the President of Co-op Leadership Committee decisions and issues that might affect the Association, (4) timely submit Co-op announcements to the Communications Director.
(h) Field Trip Officer: The Field Trip Officer shall (1) be responsible for the planning of field trips (with the goal of one per month), (2) collect any necessary fees, (3) coordinate any reservations on behalf of the Association, (4) timely submit to the Communications Director any information regarding field trips, and (5) keep a sheet or database of field trip resources and contacts and pass it on to next Field Trip Officer.
(i) Hospitality Officer: The Hospitality Officer shall (1) plan and oversee refreshments or meals at Parents’ and Moms’ Meetings, and (2) be responsible for set up and clean up before and after each Parents’ and Moms’ Meeting
CO-OP LEADERSHIP COMMITTEE
- The Co-op Leadership Committee is a standing committee of the Association.
- The Co-op Leadership Committee shall consist of the Co-op Director and the following members who shall be appointed by the Co-op Director: Assistant Co-op Director, Co-op Registrar, Co-op Treasurer, and Co-op Volunteer Coordinator, each of whom must be active members of the Association.
- The Co-op Leadership Committee shall: plan, schedule, and conduct a homeschool co-operative in accordance with policies promulgated by the Board of Directors.
At least two months prior to the annual election of officers, the President shall name at least three member couples to a Nominations Committee. Any member couple desiring to run for office shall submit their names to a committee member for consideration. The Nominations Committee shall also prayerfully consider and seek out member couples for vacant offices, explaining applicable duties and commitments the office would entail. Then at least one week before the election, the Nominations Committee Chairman shall notify the membership via the Communications Director of each member couple they will nominate for each office. At the annual Parents’ Meeting, the Nominations Committee Chairman shall officially place in nomination the name of one member couple who has signed the Statement of Beliefs for each office. Approval of the officer list shall be by majority vote of active members present at the Parents’ Meeting.
- Each active member household shall be entitled to one vote on any matter before the Association.
2. Voting shall be done by secret ballot for any contested race or upon request.
1. Membership dues shall be determined by vote of the membership.
2. Membership dues shall be paid by September 30. Members admitted after September 30 shall pay annual dues upon admission without pro-ration.
3. The Board of Directors may consider petitions from those unable to pay the dues on a case-by-case basis. At its discretion, a majority of the Board may offer to pay part or all of the dues fees for petitioners by a fund of donations set aside for this purpose.
1. Membership Meetings: Meetings of the membership shall consist of two types, Parents’ Meetings and Moms’ Meetings. The privilege of holding office, making motions, debating and voting shall be limited to active members in good standing with the Association. The active members present at a regularly called meeting of the membership shall constitute a quorum.
- Parents’ Meetings: The purpose of Parents’ Meetings shall be to transact Association business, to provide a forum for programs and education related discussions and to foster fellowship among couples. Parents’ meetings may be called by the Board of Directors with fourteen (14) days notice.
- Moms’ Meetings: The primary purpose of Moms Meetings shall be for moms to share with, encourage, and pray for one another. Moms’ Meetings may be called without notice.
2. Meetings of the Board of Directors: The Board of Directors shall meet at such time and place as may be called by the Chairman of the Board upon fourteen (14) days written notice. A quorum of the Board for the transaction of business shall be a majority of the members of the Board of Directors. The Board may conduct business by consent, without written notice, upon the written consent of all members of the Board. The Board of Directors shall meet or communicate as often as necessary in order to conduct Association business.
These Bylaws may be amended, repealed or altered in part by the following procedure: (a) the proposed amendment has been submitted in writing to the Chairman two (2) weeks prior to being submitted to the membership; (b) the membership is notified in writing that a vote is to be taken at the next scheduled meeting on the proposed amendment and the wording of the present and proposed amendment is included in the notification; (c) the proposed amendment has been submitted to the general membership for discussion at a regularly scheduled meeting; and (d) a three-fourths (3/4) vote of those active members present at the scheduled meeting is received in favor of the proposed amendment.
Roberts Rules of Order, Newly Revised, shall govern all procedure and parliamentary matters of the Association meetings.
Any required notice or writing may be transmitted electronically.
CODE OF CONDUCT
In all meetings and activities we choose, we will purpose to glorify Christ in our conduct. In any situation of conflict, the members will please apply Matt. 18:15-17 prayerfully and lovingly. If a problem continues, please ask the officers to act as the “witnesses” described in Matt. 18:16.
In the event of dissolution of the Association, all liabilities and obligations of the Association shall be paid, satisfied and discharged, or adequate provision made thereof. Any remaining funds as are in the treasury at the time shall be given to another organization exempt from taxation under Section 501(c)(3) of the Internal Revenue Code as amended, with preference given to another homeschool association that meets the Section 501(c)(3) requirements. The Association may dissolve only by both a 2/3 vote of the current Board of Directors and a majority vote of the membership, with the voting occurring at a Parents’ Meeting.
These Standing Rules may be amended by a majority vote of members at any Parents’ Meeting after the issue has first been presented for membership consideration for at least two weeks prior, and the issue has again been presented in the meeting with ample time for debate and discussion.
- An annual Parents’ Meeting shall be held in April or May of each year at such time and place as determined by the Board of Directors. Other Parents’ Meetings shall be held at such times and places as determined by the Board of Directors. (Mom, Dad and nursing babies only, please.)
- The Moms’ Meetings will be held on the second Tuesday of each month except for the months of June, July, and August. (Moms and nursing babies only.)
- The Association website will be made available to all dues-paying households.
- Annual membership dues shall be decided at the Parent Meeting each year as part of the budget approval process.
- The financial records of this Association shall be kept on a fiscal year basis: i.e. September 1 to August 31. Bills and other financial disbursements shall be paid by check on the account of the Association. The authority for check signing is given to Treasurer, Secretary, and President.
- An additional account will be maintained and managed by the Co-op Leadership Committee. The authority for check signing on this account is given to Co-op Director, Co-op Treasurer and Association President.
- No solicitation of business will be allowed at Association meetings with the exception of businesses featured as a part of the planned program.
- All expenditures of Association funds must be approved by a 2/3 vote of the active members of the Association in attendance. This approval may either be in advance of the expenditure in the form of a budget, or as ratification of reimbursement. The Association shall not be obligated to reimburse any officer or member for expenditures made without prior approval of the Association.