Tri- County Foster Adoptive Parent Association, Inc.
February 2009
Article I-Name
The name of this association shall be the Tri-County Foster Adoptive Parent Association, Inc. referred to in these bylaws as the Association.
Article II-Purpose
The purpose of the Association is:
1. To operate as a non-profit organization formed for the purpose of bringing together all Foster Parents, Adoptive Parents, Agency Personnel and any other interested parties, who wish to work together to promote the general welfare of children who are in foster/shelter/adoptive /adoptive care.
2. To take affirmative action as deemed necessary by the membership of the Association.
3. To improve conditions for the betterment of children, families, and the foster/adoptive care systems.
4. To be the collective voice of all the Association’s members.
5. To work with other foster/adoptive parents to improve services to children in foster/adoptive care.
6. To provide a vehicle by which foster/adoptive Parents can improve themselves and the quality of Foster/adoptive care systems in the Dixie, Levy & Gilchrist Counties of Florida.
7. The Association shall not engage in any activities or exercise any powers that are not in the furtherance of the primary purposes of this association.
Article III-Membership
Section I-Definition:
A foster/adoptive Parent shall be defined for the purpose of these Bylaws as a person licensed or recognized by the Department of Children and Families and/ or Community Base Care agency to care for children in a family home, non institutional in character who reside in the tri-county area.
Section II-Types of Membership:
1. Regular Membership-Members must be dues paid (see section V. Dues) licensed foster/adoptive parents in good standing in accordance with Florida Statutes. Regular members shall have the right to vote on all matters brought to the member of the Association, and each shall receive all information and mailings about county activities of the Association.
2. Supporting Membership-Members must be dues paid interested persons and/or organizations that support the purposes and efforts of the Association. The benefits of this membership include auditing meetings and receiving mailings. This membership does not include voting rights or individual membership enrollment for members of the supporting organization or agency.
3. Honorary Membership-This shall be awarded by a majority vote of the local association representatives with voting privileges, which are present at a regularly scheduled meeting. The benefits of this membership are the same as a Supporting member.
4. Corporate Membership-This membership is obtained by payment of established dues. The benefits of this membership include auditing meetings, and receiving mailings and announcements. This membership has no voting rights.
Section III-Membership Privileges:
To receive a Tri-County Foster Adoptive Parent Association membership card, mailings, announcements, and informational literature. Bylaws will be available either upon request (mail/e-mail) or on the TCFAPA website.
Section IV-Membership Year:
Dues paid at any time during the membership year will entitle membership from date payment is received until the end of the membership year. Dues shall be reduced by 50% if paid after July 1st. Dues are non-refundable.
Section V-Dues:
There will be no dues during the inaugural year unless otherwise voted by the Association. Annual dues thereafter will be determined and set by the Board of Directors of the Association and ratified by the members at the general membership meeting.
Section VI-Suspension of Membership:
1. Any member may be removed for cause by a 2/3 vote of the Board of Directors.
2. Any member whose actions cannot conform to the standards and ideals of this Association, which are a matter of written record, may be charged accordingly. Said member will be provided with a copy of such charges to request a meeting with the Board and the person/s bringing the charges.
3. Upon receipt of such request, the Board will convene within thirty (30) days to hold said meeting. The person/s bringing the charges must be present before said meeting might commence. At the close of said meeting, the Board may take such action, as it deems necessary, including indefinite suspension of membership.
4. If no such meeting is requested, the Board will convene within forty-five (45) days of the receipt of charges to consider the charges. The person/s bringing the charges must be present before such meeting may commence. Upon close of meeting, the Board may take such action, as it deems necessary, including indefinite suspension of membership.
5. The Board must provide the charged member with a copy of the minutes of such meeting and its decision.
Article IV- Board of Directors
1. The Board of Directors shall consist of the President, Vice-President, Treasurer, Chairman, Comptroller, Secretary, and all chairpersons of Standing Committees and Ad-Hoc Committees. Spouses or relatives of the officers of the Association cannot be officers of the Association. They can be a member of the Board of Directors as a committee chairperson.
2. Ad-Hoc committee chairpersons are appointed by the Board of Directors and voted on by the general membership. Ad-Hoc committees are temporary committees and the chairperson has no vote.
3. All advisors appointed by the President and voted on by the Board are non-voting members. These members will act only as advisors.
4. Board members must be foster/adoptive parents and regular members as defined in Article III-Membership.
5. There shall be two representatives on the Board of Directors from the CBC Agencies, one of which shall be the Director of out of Resource Development. These two representatives shall have full voting privileges and shall henceforth in these by-laws be known as Ex-Officio Members. They shall at all times, act as liaisons between the Association and the CBC Agencies.
6. The Tri-County Foster/Adoptive Parent Association will consist of TCFAPA’s for each service area with one functioning Board of Directors compromised of at least one representative from each service area.
The duties of the Board of Directors:
1. Must attend 9 out of 12 meetings (face to face or conference call) of the Board.
2. Interprets and enforces the provisions of the bylaws, policies and standing rules of the Association.
3. Poll each member in good standing on matters of major Association policy before taking a position.
4. Act as an information center and research body regarding matters of resources, finances, education, and legislation for new members and to disseminate such information.
5. Promote by attitude and action, constructive social action needed to bring about changes and improvements in child welfare system and legislation pertaining to children.
6. Provide a vehicle for communication among members, the Department of Children and Families, Community Base Care agencies, association members and other interested parties.
7. Receive and consider all written reports, recommendations, and grievances submitted by children, members, and the Department of Children and Families or Community Based Care agencies.
8. Submit appropriate responses to all parties concerned.
9. This Board is empowered to act for the organization as a whole.
10. The Board cannot delegate its decision-making authority to a portion of the membership.
11. Each Director will be delegated a minimum of one Standing committee to either chair or co-chair listed below:
A) Training
B) Fund-Raising
C) Newsletter
D) Resources
E) Grievance
F) Public Relations/Advocacy
G) Membership/Election
H) Mentoring
I) Social
J)Childcare
12. Ad Hoc Committees will be appointed as needed by the Board of Directors.
Article V-Officers
Section I-Board Members
1. The officers of the Association shall be President, Vice-President, Secretary, Treasurer, Comptroller and Chairman.
2. Officers must be regular members in good standing of the Association. The standard term of office is 1 year from January 1st . At the end of one year the Vice-President assumes the position of President and a new Vice-President is elected. This method makes it possible to maintain an experienced officer on the Board at all times. An officer may hold the same office for 3 consecutive terms if nominated and voted on by the General Membership.
3. In the event of vacancy, Vice-President will automatically assume the role of President. If other vacancies occur the President shall appoint someone and the Board of Directors will approve that individual by a vote till such time as that position is voted on by the general membership. Position vacancies must be filled by the next monthly meeting.
4. The same person may not fill 2 offices for an entire term, only temporarily, till the next general meeting.
Section II- Removal of Board:
1. Any or all of the Board of Directors may be removed for cause by a majority vote of the General Membership.
2. Any member of the Board of Directors who’s actions and/or in actions cannot conform to the standards and ideals of this Association, which are a matter of written record, may be charged accordingly. Said member will be provided with a copy of such charges to request a meeting with the Board and the person/s bringing the charges.
3. Upon receipt of such request, the Board will convene within thirty (30) days to hold said meeting. The person/s bringing the charges must be present before said meeting might commence. At the close of said meeting, the Board may take such action, as it deems necessary, including formal removal from office.
4. If no such meeting is requested, the Board will convene within forty-five (45) days of the receipt of charges to consider the charges. The person/s bringing the charges must be present before such meeting may commence. Upon close of meeting, the Board may take such action, as it deems necessary, including removal from office.
5. The Board must provide the charged member with a copy of the minutes of such meeting and its decision.
6. Any or all of the Board of Directors can be requested to relinquish their position when it is apparent that they are continually unable or unwilling to perform their job tasks. The Association minutes must reflect at no less than twice where the member of the Board has not given their required report or the report states that no effort has been put forth to perform their job. After the twice rule that member can be asked to step down. If the member refuses to relinquish their position the board may allow that person a grace period, till next monthly meeting to perform. If performance improvement is not made the Board will vote for the person’s removal at that said meeting.
Article VI-Duties of Officers
All out-going officers must forward all records and properties of the Association to the In-coming officers on or before the date of installation. This will be documented and recorded by the Comptroller.
Section I-Duties of the Chairman:
1. To preside at all general membership meetings of the Association.
2. To be responsible for the general management and supervision of the affairs and operation of the Association.
3. To officially and publicly represent the Association.
4. To sign contracts of obligations authorized by the Board of Directors.
5. When Treasurer is absent, will sign on checks, drafts, notes, and order for payments of monies that are authorized by the Board of Directors.
Section II-Duties of the Vice President:
1. To assume the duties of President in the absence of the President.
2. To assume the office of President if the office is vacated during a regular term of office.
3. To assume the office of President after serving 12 months as Vice-President.
4. Shall be the second officer of the Association.
Section III-Duties of the President:
1. To cast the deciding vote in the event of any tied issues.
5. Will not be a voting member of the Board of Directors.
6. Will represent the general association at Board Meetings.
Section IV-Duties of the Secretary:
1. To record the minutes at all Association meetings, including telephone conferences. Minutes should include:
A) Call to order, with time, date, location, and by whom.
B) List of Board Members who are present and who are absent.
C) Record present Ex Officio and anyone present by invitation.
D) Submit minutes of last meeting for approval with Officers Reports and all committee reports.
E) Officers Reports: President’s, Officer’s, Standing Committees and Ad Hoc Committees
F) Old business.
G) New business.
2. To distribute printed copies of the minutes of the previous meetings. Such minutes shall comply with the Revised Edition of Robert’s Rules of Order.
3. Keep all records of the meetings of the general membership.
4. Submit to the members of the Board of Directors and all others upon request a copy of any and all minutes taken.
5. To maintain current, accurate copies of all organizational documents such as Bylaws, Rules of Order and Standing Rules.
6. To file reports, noting their dates of presentation and their disposition.
7. Read the minutes of the previous meeting.
8. Minutes will be completed and will be available at the next general meeting.
9. Minutes will be mailed/e-mailed to the Community Based Care Agency board of director’s representatives.
10. To compose communications as directed and approved by the Chairman and/or the Board of Directors and to keep a record of said communications.
Section V-Duties of the Treasurer:
1. To collect and safeguard all funds of the Association.
2. To disburse such funds as authorized by the Board of Directors for the standard operating expenses of the Association up to $50.00, to be replenished as needed. An authorization for any purchase over the $50.00 limit will require a majority vote of the Board members. This may be done electronically provided the Treasurer is in receipt of the e-mail response of the Board member.
3. To be bonded. The Association and the Insurance Company will provide bonding. Information on newly elected Treasurer must be provided within thirty (30) days of election to replace the information on the insurance policy.
4. To keep accurate records of all financial transactions of the Association and report to the general membership the current financial status of the Association at every monthly meeting.
5. An account should be maintained exclusively for general funds. Each account should be set up to be accessed by the Treasurer and the President
6. On or before the 15th of each month a monthly financial report must be sent to each member of the Board of Directors. This report should itemize all spending and deposits and show the balance of all accounts. This report may be done electronically if all members of the Board that have Internet connections are listed as recipients of the report. Any member that does not have an Internet connection should be mailed a report. An annual report should be similarly provided before the last meeting of the year.
7. To co-sign on checks, drafts, notes, and orders for payments of monies which shall be duly authorized.
8. To sign and execute contracts in the name of the Association, authorized by the Board of Directors.
9. Monthly and annual reports shall be presented to the general membership at the last monthly meeting of the year.
Section VI-Duties of the Comptroller
1. Maintain inventory of non-monetary donations, both incoming and outgoing.
2. Will observe and record transfer of association records and property.
3. Insure that an audit of all accounts is conducted biennially and/or at the time a new Treasurer is elected.
4. Will review and approve all monthly bank reconciliations.
Section VII-Duties of Chairman
1. Preside over Board of Directors Meetings.
2. Maintain order and decorum, to respond to parliamentary inquires, and points of order at all meetings.
3. Will take nominations of Committee chairs from General Membership and present to the Board for Vote.
Article VII –Meetings
Section I- General Membership Meetings
1. The general membership of the Association shall meet monthly of each calendar year.
2. Meetings shall be conducted in accordance with Robert’s Rules of Order Revised.
3. General membership meetings are open to the public.
Section II- Board of Directors Meetings
1. The Board of Directors of the Association shall meet monthly of each calendar year.
2. Meetings shall be conducted in accordance with Robert’s Rules of Order Revised.
3. The Board of Directors meetings are open to the public.
4. The Board of Directors may take action during a telephone conference. Such action shall be noted in a special memorandum placed in the minute’s book and shall be reported in the minutes of the next regularly scheduled meeting.
Article VIII- Statement of Policy
1. The Association shall be self-governing, non-profit, non-partisan, and nonsectarian and shall not discriminate against any person because of sex, race, creed, religion, sexual orientation or national origin.
2. The Association shall not engage in any activities or exercise any powers that are contrary to law or to the primary purposes of the Association.
3. The Association shall solicit and receive funds for the accomplishment and furtherance of the purposes of the Association.
Article IX- Standing Rules
Section I-Purpose of Standing Rules:
1. Provide definition and clarification of terminology used in the Bylaws as interpreted by the Board of Directors.
2. Provide a means for establishing and updating policy and procedures, which requires change from time to time, due to changing conditions, for efficient administration of this Association by the Board.
Article X- Voting Qualification and Procedures
Section I- Qualifications:
1. Current year dues must be paid prior to the start of the business meeting before any person can vote on any issues brought before the membership for a vote.
2. One vote is allowed per member in good standing.
Section II- Procedures:
1. Voting may be by voice vote, show of hands, or secret ballot. A quorum is defined, as 25% of qualified voting members and a quorum must be present for an issue to be called to a vote.
2. Decisions are made by simple majority vote.
3. In case of a sole nominee, he/she can be elected by acclamation.
Section III- Election of Officers:
An Election Committee shall be formed in October of each year to serve the December elections. The Committee’s instructions are as follows:
1. To take nominations for all elective offices in writing from the General Membership during October, check to see that all nominees are members in good standing, and to contact each nominee to see if he/she accepts the nomination.
2. The Committee Chairperson shall announce the names of all nominees and the names of those who have accepted nominations at the November General Meeting.
3. Within 30 days of accepting the nomination the candidate must present to the election committee chairperson a letter from their agency stating they are a licensed foster parent in good standing with their agency and are of high moral conduct. This letter will be required each time a candidate is nominated.
4. The Election committee shall be responsible for conducting elections at the December General Membership Meeting and announcing the results of the election at the end of the December meeting. Should any member of the Election Committee accept nomination for elective office, that member shall be replaced on the committee immediately.
5. Election of officers must be secret ballot.
6. The candidate with the greatest number tally wins.
7. Two volunteers from the General Membership will observe the counting of the ballots by the Elections Committee Chairperson. This will be done in front of the General Membership and the results will be announced immediately.
Section IV-Resignation:
1. Directors may resign at any time by giving written notice to the Board’s President or Secretaries of the Association. Unless otherwise specified in the notice, the resignation shall take effect upon receipt thereof by the Board or such officers, and the acceptance of the resignation shall be necessary to make it effective.
Section V- Abandonment of Office:
1. Any member, who fails to attend 9 out of 12 meetings will be deemed to have abandoned the member’s seat on the Board of Directors and will be automatically recommended for removal from the Board.
Section VI- Vacancy on Board:
1. When there is a vacancy on the Board the vacancy will be filled by appointment of the Board of Directors.
Article XI-Mode of Amendment
1. The Bylaws of this Association may be added to, amended, or repealed, in whole or in part, by a majority vote of the voting members in good standing in attendance at any meeting of the Association; provided that notice of the intention to do so has been mailed to each member at least thirty- (30) days prior to the scheduled meeting.
2. The Bylaws of this Association will be reviewed no less than once a year and if deemed necessary changes will be made.
Article XII-Duration
1. This Association shall continue perpetually unless dissolved. In the event of dissolution, the residual assets of the Association will be donated to one or more organization of similar intent and interest or to the Federal, State or Local government for exclusive public purpose, as chosen by membership vote. Said organization will be exempt as an organization described in section 501 C (3) and 170 C (2) of the Internal Revenue Code of 1954 or corresponding sections of any prior or future Internal Revenue Code.
