Michigan HANDS & VOICES (MI H&V) BY-Laws
Approved: March 31, 2008
Article I
1.0 Name
1.1 Name. The name “Michigan Hands & Voices” has been created with the intent to accurately describe the communication options families have for deaf and hard of hearing children, and to reflect the philosophy of unbiased support relative to communication choices. It shall be an affiliate of National Hands and Voices.
1.2 Terminology. Michigan Hands & Voices recognizes terminology differences related to children who are deaf or hard of hearing (examples: deaf or hard of hearing children, deaf and hard of hearing children, children who are deaf or hard of hearing, deaf/hh, Deaf/hh, DEAF OR HARD OF HEARING, etc…). The Michigan Hands & Voices by-laws will use the term “children who are deaf and hard of hearing.” The Michigan Hands & Voices by-laws will also use the term “Board of Directors” which consists of the “Executive Officers” and “Voting Board” to indicate the voting body of the organization, and will use the term “Advisory Board Members” and “Members” to indicate the non-voting body of the organization.
Article II
2.0 Purpose and objective
2.1 Purpose and objective. Michigan Hands & Voices provides support services statewide to families with children who are deaf and hard of hearing and professionals who work with them. Our purpose is simply to help families connect with each other, offer information and to empower them to make the best choices for their children.
2.2 Mission Statement. We are an organization dedicated to non-biased support to families who have children who are deaf or hard of hearing. We will provide activities and information statewide to parents and professionals that may include outreach events, educational seminars, advocacy support, parent-to-parent networking and newsletters. We believe that families will make the best choices for the child if they have access to good information and support. Our organization represents people who use a variety of languages and varying approaches to communication and assistive technology.
2.3 Accommodations. We will make every effort to meet the individual accommodation needs at all Michigan Hands and Voices events statewide.
2.4 Non-Profit Status. Michigan Hands and Voices is registered with the Michigan Department of Consumer & Industry Services Bureau of Commercial Services with Articles of Incorporation for use by Domestic Nonprofit Corporation.
Article III
3.0 Membership
3.1 General Membership. Membership in Michigan Hands & Voices shall be granted to all families, service providers, consumers and policy makers who are interested in the support, education and other needs of children who are deaf and hard of hearing and their families, without regard to language and communication methodology, educational placement or any other difference of functioning or belief.
3.2 Implementation. Membership shall be implemented upon receipt of the membership fee.
3.3 Membership Fees. The annual fee for membership in Michigan Hands & Voices shall be $10.00 per family or $20 professional/organization. At the discretion of the Board of Directors, membership fees can change at any time and scholarships will be considered upon request.
3.4 Term of Membership. Membership in the Michigan Hands & Voices organization shall be for the calendar year starting January 1 ending December 31. Members can join any time during the calendar year, however, their member benefits will expire at the end of the calendar year they join. A reminder letter will go out to all members in January and membership fees are due by March 1st.
3.5 Benefits of Membership. The benefits of membership in the Michigan Hands & Voices organization may include:
* quarterly newspapers/newsletters
* discounts (when applicable) to seminars/workshops organized by Michigan Hands & Voices
* timely updates on legislative and other policy issues that might be pertinent to this population
* printed and published informative materials created and/or housed by the organization
* parent-to-parent connection facilitated by the organization
Members may submit articles of interest for review and possible publication in the National Hands & Voices newsletter, as well as state publications. Members may also make proposals to collaborate with the organization to offer its members educational presentations regarding any product, service, or perspective, provided that said submission falls within the philosophical premise of non-bias to methodology or approach, and is subject to the discretion of the Board of Directors.
ARTICLE IV
4.0 Board of Directors
4.1 Function and Purpose.
4.1.1 Board of Directors shall be members in good standing of Michigan Hands and Voices with membership paid at due date.
4.1.2 To ensure that all goals and activities of the organization are based upon the philosophy of unbiased methodology or approach.
4.1.3 To provide oversight and inspiration to the activities and operations of the organization.
4.1.4 To ensure that the organization is responsive to the perspectives and views of the Membership.
4.1.5 To give direction to the short and long term planning efforts of the organization.
4.1.6 To provide public awareness about the organization and its mission.
4.1.7 To foster collaborative connections between other advocacy and support organizations, public and private agencies, and other state Hands & Voices chapters, in order to influence systems change.
4.1.8 To actively support the organization through direct financial contribution and/or voluntary in-kind service.
4.1.9 To assist in the ongoing recruitment of potential individuals and/or service sectors to serve on the Board.
4.1.10 To give guidance and approval to the organization’s budget.
4.1.11 The Board of Directors may create committees as needed. The Board of Directors must approve the committee Chairperson.
4.2 Composition of the Board of Directors.
4.2.1 The Board of Directors shall be composed of no less than 51% family members of children who are deaf and hard of hearing.
4.2.2 The Board of Directors shall consist of Executive Officers (see Article 4.3) and Voting Board (see Article 4.4).
4.2.3 New members of the Board of Directors shall be recruited, approved by application and voting by the current members of the Board of Directors based on the perceived needs of the organization to effectively communicate its mission to the consumer base it serves, and as defined by the National organization’s guidance.
4.2.4 The Board will ideally be comprised of representation of all geographic locations of the state.
4.2.5 The Board receives no compensation other than reasonable expenses. Mileage to be reimbursed if over 50 miles round trip using the mileage rate as described by the current budget.
4.2.6 Michigan Hands & Voices will require one Board position to be held by the current Early Hearing Detection and Intervention state representative.
4.3 Responsibilities of Board of Directors.
4.3.1 To attend all board meetings and to contribute input to goals and activities of the organization.
4.3.2 To vote, when necessary, if a goal, activity, or objective of the organization is in question.
4.3.3 To provide letters of support and/or review funding proposals, and/or other educational submissions that may benefit the organization.
4.3.4 To inform the Board or Executive Director of the inability to attend meetings or fulfill Board assignments in a timely manner.
4.3.5 To provide notification of resignation from the Board in writing no less than two weeks in advance of withdrawal. To assist in the recruitment for the vacated position when and if possible.
4.4 Terms.
4.4.1 The term of office for the Board of Directors is expected to be at least two years, yet can be longer at the discretion of the Board of Directors.
4.4.2 Resignations from the Board of Directors shall be made in writing and submitted to the Executive Officers.
4.4.3 Any vacancy occurring on the Board of Directors may be filled by the affirmative vote of a majority of the remaining members of the Board of Directors. A member elected to fill a vacancy shall be elected for the unexpired portion of the term of his or her predecessor. Every attempt will be made to post the vacancy on the website, list-serve or newsletter. All candidates interested in membership on the Board of Directors shall complete a Michigan Hands & Voices Board of Directors application.
4.5 Meetings.
4.5.1 The Board of Directors shall meet every other month at a time and place agreed to by the majority of Board of Directors. Every effort will be made to meet all communication needs, Interpreters are available on request.
4.5.2 Decision-Making Processes of the Board of Directors - For goals and activities of the organization where formal decisions are necessary, voting shall adhere to decisions made by a quorum of the Board of Directors.
4.5.3 A Quorum is at least 50% of the Board of Directors. The decision must be passed by majority vote. Board of Directors may vote in absentee, with prior communication with the Executive Officers or after the issue is discussed at the board meeting within a designated period.
4.5.4 Required Attendance. A Board of Directors member shall have no more than three consecutive absences. After the fourth consecutive absence, remaining members of the Board of Directors shall consider replacement. The Board of Directors must also attend four out of six meetings in a calendar year.
4.5.5 All meetings are considered “open” to all Members.
4.6 Executive Officers.
4.6.1 The Executive Officers of the Michigan Hands & Voices Board of Directors shall include a Director, Co-Director, Secretary, and Treasurer and shall be elected by vote of the Board of Directors. The term of the officer’s position is two years with alternating years of replacement. The Director and Secretary will be replaced during even calendar years and the Co-Director and Treasurer during odd calendar years.
4.6.2 Responsibilities. In addition to their regular privileges and duties as Board of Directors, Executive officers shall be charged with the following additional duties:
Director. The Director shall be the chief executive officer of Michigan Hands & Voices and shall preside and facilitate meetings of the Board. The Director shall perform other duties from time to time. It is required that the Director be a parent of a child who is deaf or hard of hearing. The Director shall contribute to the newspaper and other communications disseminated by the organization which support its mission and activities. The Director shall keep a direct connection with the National Hands and Voices organization and other statewide organizations related to deaf or hard of hearing.
Co-Director. In the absence of Director, the Co-Director shall perform the duties of the Director and, when so acting, shall have all the powers of, and be subjected to the restrictions placed upon the Director. It is strongly recommended that the Co-Director is a parent. The Co-Director shall perform other duties as, from time to time, may be delegated by the Director or Board of Directors.
Secretary. The Secretary shall record all of the proceedings of the Board of Director meetings in a book/cd/file to be kept for that purpose. The Secretary shall record and submit the minutes from the meetings to those on the Board of Directors for approval before each board meeting. The Secretary shall perform other duties as, from time to time, be delegated by the Director or by the Board of Directors. The Secretary shall manage emails accounts, participate with communications, and maintain membership information.
Treasurer. The Treasurer shall give consultative support regarding the budget decisions that impact the organization’s functioning to the Director and the Board of Directors. The Treasurer shall perform other duties as, from time to time, be delegated by the Director or the Board of Directors. The Treasurer shall handle mail, coordinate appropriate actions related to items received in the mail, handle checking accounts, and manage membership dues and donations.
4.7 Voting Board.
4.7.1 Each member of the Voting Board will Chair/Co-Chair a Committee yearly.
4.7.2 Committees may include:
Outreach – going to conference to promote Michigan Hands and Voices.
Advocacy – Help to plan and execute at least one advocacy training yearly to be offered to members of Michigan Hands and Voices.
Publications – Responsible for Michigan Hands and Voices quarterly newsletter. Collecting articles from Board of Directors and Members, publishing the newsletter, submitting it to the Board of Directors for approval, and meeting deadline for printing and mailings.
Membership – Sending thank you e-mail/letter to new members, updating member list for parents and professionals, keeping track of member dues and correspondence on our website.
Events – planning yearly events (i.e. picnic, museum and library).
Website / Resource List – Update website by submitting information to Web Master on a regular basis. Research on modes of communication, compile and offer resources for different modes of communication through the yahoo list serve.
4.8 Regional Representatives.
4.8.1. Regional Representatives will be up to date with their membership dues each calendar year.
4.8.2 Regional Representatives will apply to the Board and will be voted on by the Board of Directors.
4.8.3 Regional Representatives will plan and host one event (minimum) in their area each year.
4.8.4 Regional Representatives will attend a minimum of one board meeting each year.
4.8.5 Regional Representatives will have at least quarterly contact with the board via phone, e-mail, or any other form of communication that conveys their needs and condition of the regional group.
4.8.6 Regional Representatives will not be a part of the Board of Directors and as such will not have voting responsibilities.
4.9 Advisory Board.
4.9.1 Advisory Board Members will be members in good standing of Michigan Hands & Voices with membership paid at due date.
4.9.2 Will be available for assistance and consultation as needed.
4.9.3 Members will attend an annual meeting to discuss visions and goals for the upcoming year.
4.9.4 Can serve on a committee of their choice.
4.9.5 Advisory Board members may not vote, but may attend board meetings as they wish.
ARTICLE V
5.0 Non-Profit Status and Dissolution.
5.1 Michigan Hands & Voices is organized exclusively for charitable purposes including, for such purposes, the making of distributions to organizations that qualify as exempt organizations under section 501 (c)(3) of the Internal Revenue Code, or corresponding section of any future federal tax code. No part of the net earnings of the organization shall be used to the benefit of, or be distributable to its members, trustees, 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 activities of the organization shall be the carrying on of propaganda, 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. Notwithstanding any other provision of the 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.
Upon the Dissolution of the organization, assets shall be distributed for one or more exempt purposes within the meaning of section 501z(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 a public purpose. Any such assets not disposed of shall be disposed of by the Court of the county in which the principal office of the organization is then located, exclusively for such purposes or to such organization or organizations, as said Court shall determine, which are organization and operated exclusively for such purposes.
ARTICLE VI
6.0 Relationship to Hands & Voices National.
6.1 Michigan Hands & Voices will comply with the requirements of the Hands & Voices National Chapter as outlined in the Hands & Voices Organization Manual, which includes the relationship, conditions, and mutual benefits to which we agree.
ARTICLE VII
7.0 Amendments to Bylaws.
7.1 Amendments. Any proposed amendments to the Bylaws must first be presented in writing to the Board of Directors. The Board of Directors shall have the power, by the affirmative vote of the quorum, to alter, amend or repeal such Bylaws at any time.
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