Sharing Adventures In Learning By-Laws
ARTICLE I – NAME AND PURPOSE
Section 1 – Name: The name of the Corporation shall be Sharing Adventures In Learning (herein referred to as SAIL). It is created in McKinney, Collin County, Texas.
Section 2 – Purpose: SAIL SAIL is a nonprofit corporation organized exclusively for charitable, scientific, and educational purposes under section 501(c)(3) of the Internal Revenue Code. SAIL is formed to provide support and activities for its member homeschooling families.
Section 3 – Mission: SAIL is a member-governed, inclusive community of homeschooling families in the McKinney, Texas 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 by offering some activities only for parents, as well as events that include all family members.
ARTICLE II – MEMBERSHIP
Section 1 – Eligibility for Membership: Application for participating and voting Membership shall be open to any homeschooling family in Collin County 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:
- Membership Application
- Code of Conduct
- Release of Liability
- Acceptance of invitation to SAIL’s online group
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 SAIL.
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 SAIL and may participate in SAIL 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:
- Amendment of the by-laws of SAIL
- Change of the amount of dues required for Membership
- 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
- The dissolution of SAIL
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 during the last 60 days of each six-month period unless otherwise specified in writing. 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 mail, email, or by post to the appropriate online group.
Section 3 – Meeting attendance: All adult members of SAIL may attend Member Meetings.
Section 4 – Quorum: The members present at any properly announced meeting shall constitute a quorum.
Section 5 – Nomination procedures: The Nomination Committee shall consist of the Board. The Board will seek and receive nominations for appointees who are willing to serve in place of retiring Directors. 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 6 – Voting: The Nomination Committee will serve as the Confirmation Committee, which is responsible for counting and certifying votes and announcing the results. The confirmation process will be a simple majority vote of members present, where each Membership is assigned one vote. No mailed-in or absentee voting will be counted.
Section 7 – Effective date: Regularly-elected Directors will take office on August 1 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 SAIL and delegating responsibility of day-to-day operations to members and teams. The Board shall have 5 members, herein referred to as Directors.
Section 2 – Board responsibilities: It shall be the responsibility of the Board to:
- Take actions necessary to advance the mission of SAIL.
- Perform any and all duties imposed on them by the law, by these by-laws, and by other SAIL documents.
- Form teams and approve team leaders and volunteers as necessary within the framework of the by-laws.
- Meet at such times and places as required by these by-laws.
- Annually approve a budget.
- Set the times and places of Member Meetings in compliance with these by-laws.
- Notify members of Member Meetings in compliance with these by-laws.
- Notify members of renewal dates and dues.
- Create a slate of candidates based on member nominations in compliance with these by-laws.
Section 3 – Board compensation: The Board receives no compensation other than the reimbursement of reasonable expenses.
Section 4 – Nonliability of Directors: The Directors shall not be personally liable for the debts, liabilities, or other obligations of SAIL.
Section 5 – Director qualifications: Each Director shall have been an actively participating member of SAIL for one full year 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 up to five consecutive terms. Each Director term will end on July 31st in the second year after its commencement.
Section 7 – Board Meetings: The Board shall meet at least quarterly at an agreed upon time and place. 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 mail, e-mail, or post to the appropriate online group at least one week 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 five Directors, consisting of two Co-Leaders, Secretary, Treasurer, and Director-At-Large. Their responsibilities are as follows:
The Co-Leaders shall
- Be familiar with these by-laws and see that they are followed, enforced, or amended.
- Convene regularly scheduled Board Meetings and preside or arrange for another Director to preside at each meeting.
- 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.
- Speak on behalf of SAIL when a group spokesperson is necessary.
- Respond to inquiries regarding SAIL’s agenda and positions.
- Assume responsibilities created by vacancies on the Board until the positions are filled.
- Keep a notebook that includes all information concerning the Co-Leader position. Pass the notebook on to the next Co-Leader.
- Delegate these responsibilities as necessary.
The Secretary shall
- Be responsible for keeping records of Board actions, including overseeing the taking of minutes at all Board Meetings.
- Send out meeting announcements as described in Article IV, Section 8 and Article III, Section 2.
- Distribute copies of minutes and the agenda to each Director.
- Assure that any necessary records are maintained.
- Keep a notebook that includes all information concerning the Secretary position, including all meeting minutes. Pass the notebook on to the next Secretary.
- Delegate these responsibilities as necessary.
The Treasurer shall
- Deposit the funds of SAIL with the financial institution designated by the Board and disburse funds under the direction of the Board in accordance with the budget.
- Deposit checks within two weeks of receiving them.
- Make a financial report showing income, expenditures, pending income, and anticipated expenditures at each regular Board Meeting.
- Prepare the annual budget and approve non-budgeted expenditures.
- Keep accurate records of all incoming and outgoing money.
- Observe a fiscal year of August 1 through July 31.
- Keep a notebook that includes all information concerning the Treasurer position. Pass the notebook on to the next Treasurer.
- Delegate these responsibilities as necessary.
The Director-At-Large shall
- Participate in Board Meetings.
- Lead special teams when necessary.
- Keep a notebook that includes all information concerning the Director-At-Large position. Pass the notebook on to the next Director-At-Large.
- Delegate these responsibilities as necessary.
Section 12 – Vacancies: When a vacancy on the Board exists mid-term, the Secretary shall receive nominations for candidates from current Directors two weeks in advance of a Board Meeting. These nominations shall be sent out to Directors with the regular Board Meeting announcement, to be voted upon at the next Board Meeting. 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 SAIL Membership or due to excessive absences, meaning more than two 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. Volunteers shall have been active members of SAIL for at least 6 months unless an exception is made by the Board.
ARTICLE VI – PROHIBITIONS
Section 1 – Earnings: No part of the net earnings of the corporation shall inure to the benefit of, or be distributable to its members, trustees, officers, or other private persons, except that the corporation 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 2 – Political Activities: No substantial part of the activities of the corporation shall be the carrying on of propaganda, or otherwise attempting to influence legislation, and the corporation shall not participate in, or intervene in (including the publishing or distribution of statements) any political campaign on behalf of or in opposition to any candidate for public office. Notwithstanding any other provision of these articles, the corporation shall not carry on any other activities not permitted to be carried on (a) by a corporation exempt from federal income tax under section 501(c)(3) of the Internal Revenue Code, or the corresponding section of any future federal tax code, or (b) by a corporation, contributions to which are deductible under section 170(c)(2) of the Internal Revenue Code, or the corresponding section of any future federal tax code.
ARTICLE VII – DISSOLUTION
Section 1 – Dissolution procedure: Any action to dissolve SAIL must be approved by two-thirds (2/3) of Memberships present at a Member Meeting called to specifically consider such action, for which written notice has been issued to all members.
Section 2 – Distribution of property: Upon the dissolution of SAIL, 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. Distribution will be determined by the members by a majority vote at the Member Meeting.
ARTICLE VIII – AMENDMENTS
Section 1 – Amendments: These By-Laws may be amended by a two-thirds majority of the Memberships present at a properly announced Member Meeting. Amendments are created by the Board and submitted to the membership for a vote. Members may submit a proposed amendment to the Board at any time in accordance with the Member-Submitted Amendment Procedure. This published Procedure will be maintained by the Board and must include reasonable time constraints and an appeals process.