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ARTICLE I. |
NAME |
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This
organization shall be known as the Southwest Consortium of Indian Head Start
Programs, Incorporated, also known as the Southwest Consortium (SWC). The
SWC is a 501(c)(3) organization incorporated in the State of New Mexico.
The corporate year is June 1 - May 31.
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ARTICLE II. |
PURPOSE |
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The purpose of
this organization is to improve and promote direct comprehensive services to
children, families and communities served by Native American Head Start,
Early Head Start and Child Care programs through training, technical
assistance, communications and collaboration with various resources.
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ARTICLE III. |
OBJECTIVES |
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| Section I: |
To sponsor the annual Native
American Child and Family Conference (NACFC). |
| Section II: |
To work toward supporting
and maintaining a networking of member associations to address mutual needs
and concerns. |
| Section III: |
To advocate for children,
families and communities served by Native American Head Start, Early Head
Start and Child Care programs. |
| Section IV: |
To present a unified voice
of common concerns to tribal, state, regional, national agencies, entities
and organizations. |
| Section V: |
To be a resource to Native
American Head Start, Early Head Start and Child Care programs within the SWC
region (Arizona and New Mexico/Southern Colorado) and other regions of North
America. |
| Section VI: |
To encourage a network of regional consortiums and
coalitions of Native American Head Start, Early Head Start and Child Care
programs through which local program parents, staff, and tribal
leaders/government voice their mutual concerns and needs. |
| Section VII: |
To collaborate with any
agencies which provide services to young children within each of the SWC
geographic areas and to establish or form partnerships to improve direct
services to Indian children and their families.
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ARTICLE IV. |
SWC
MEMBERSHIP AND BOARD OF DIRECTORS |
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| Section I: |
Membership shall consist of the Arizona Indian Head Start
Directors Association (AIHSDA), and the New Mexico/Southern Colorado Indian
Directors Association (IDA) each with three (3) representatives to the SWC
Board of Directors. The SWC Board can, with a two-thirds (2/3) vote,
include other state Indian Head Start and Early Head Start programs, or
Indian early childhood development associations, consortiums, or coalitions
into the SWC as a member group. |
| Section II: |
Each group represented on the SWC Board shall have two
alternates from their respective group to represent a regular member in
their absence. |
| Section III: |
Each Association must submit in writing a list of Board of
Directors and Alternates by the Summer Board Meeting of each year and as
changes occur throughout the corporate year. |
| Section IV: |
Any member of the SWC Board
who misses two (2) consecutive meetings without prior notification to the
Chairperson, within 72 hours or 3 days in advance of the meeting, shall be
removed, and written notification will be mailed to their respective
Association. This applies only to the four regularly scheduled board
meetings. |
| Section V: |
The SWC Board is responsible
for reporting pertinent information to respective associations, parent
groups, standing committees and tribal councils. |
| Section VI: |
There shall be no membership
dues, unless it is determined, from time to time, by the SWC Board to be
necessary for sustaining the Southwest Consortium of Indian Head Start
Programs, Inc. The need for annual dues will be reviewed, and, if necessary,
be established at the annual meeting of the SWC. |
| Section VII: |
Any Association can withdraw from the SWC with written
notification to the SWC Board. |
| Section VIII: |
Any Board of Director can resign at anytime with written
notification to the SWC Board.
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ARTICLE V. |
QUORUM FOR MEETINGS |
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| Section I: |
A quorum shall consist of a simple majority of SWC Board
members represented by 1 member from each Association.
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ARTICLE VI. |
VOTING |
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| Section I: |
There shall be six (6)
voting members of the SWC Board consisting of three (3) representatives each
from the Arizona Indian Head Start Directors Association and Indian Directors Association. |
| Section II: |
All elections of officers of
the SWC Board shall be by the will of the Board. |
| Section III: |
There will be no proxy
voting. Only SWC Board members in attendance may vote on the business of
the Board. |
| Section IV: |
The Chairperson of the SWC Board will vote only to
break a tie. |
| Section V: |
In the absence of a Board of
Director, a designated Alternate may vote in the absence of that Director.
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ARTICLE VII. |
Board of Directors and Executive
Committee MEETINGS |
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Section I: |
The Annual
Corporate Meeting of the SWC Board shall be conducted in the summer (July
preferred) of each year. |
| Section II: |
The SWC Board shall meet quarterly in the summer
(July preferred), fall (October preferred), winter (January preferred) and
spring (March preferred, at the NACFC). |
| Section III: |
There shall be a minimum of 4 meetings with two
(2) meetings being face-to-face meetings and two (2) meetings conducted
electronically. |
| Section IV: |
The two (2) face-to-face
meetings will be held on the designated Friday and Saturday of the designated
month. |
| Section V: |
The Chairperson may
call special meetings of the SWC Board. |
| Section VI: |
A planned agenda, and
minutes of business meetings shall be sent to members at least two (2) weeks
prior to the regularly scheduled meeting of the Board of Directors. |
| Section VII: |
All SWC Board meetings are open to the public except during
Executive sessions. |
| Section VIII: |
Attendance of all SWC Board
members is expected at all meetings. |
| Section IX: |
The SWC Executive Committee shall meet from time-to-time to
address immediate or emerging issues guided by the SWC Policies and
Procedures and will provide feedback to the full Board of Directors within
one week of the action taken.
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ARTICLE VIII. |
OFFICERS |
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| Section I: |
The officers of the SWC must
be Board members. Officers of the SWC Board of Directors shall be: the
Chairperson, Vice Chairperson, Secretary and Treasurer. The SWC Board
members shall elect all officers. |
| Section II: |
There shall be an election
of officers, by the SWC Board, every two years at the Annual Corporate
Meeting in the summer of each year. |
| Section III: |
The SWC Board shall fill
Officer vacancies from the Board of Directors at regular or special
meetings. |
| Section IV: |
An officer may resign with
written notification to the SWC Board.
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ARTICLE IX. |
DUTIES AND RESPONSIBILITIES |
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| Section I: |
The Chairperson shall: |
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a. Preside over all meetings of the SWC Board of Directors. |
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b. Oversee and enforce the by-laws. |
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c. Serve as the spokesperson at various tribal, regional and
national meetings and may appoint Board members to represent the SWC to other
organizations or agencies. |
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d. Ensure that all SWC Board members receive minutes and
pertinent information in a timely manner. |
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e. Ensure that all documentation, financial records and
property are returned to the SWC Board when a resignation or removal of a
Board member occurs. |
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f. Be an authorized signatory on the full service bank
checking accounts. |
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g. Assume other duties as assigned by the SWC Board. |
| Section II: |
The Vice-Chairperson shall: |
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a. Preside over meetings in the absence of the Chairperson. |
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b. Assume responsibilities of the Chairperson upon
resignation or removal of the Chairperson until such time the vacancy is
filled. |
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d. Assume other duties as assigned by the Chairperson. |
| Section III: |
The Secretary shall: |
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a. Record and complete minutes of all meetings. |
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b. Maintain attendance log of all meetings. |
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c. Ensure all minutes and pertinent information are sent at
least two (2) weeks prior to scheduled Board meetings. |
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d. Assume other duties as assigned by the Chairperson. |
| Section IV: |
The Treasurer shall: |
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a. Maintain accurate and timely financial records of the SWC
Board. |
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b. Provide written financial reports to the SWC Board at
each regular meeting. |
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c. Be an authorized signatory on checking account and remit
approved expenditures of the SWC Board. |
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d. Be responsible to reconcile the account of the NACFC
Contractor or any other contractor. |
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e. Be responsible for filing the 501(c)(3), IRS 990 Report
annually coordinating with the NACFC and Management Support Contractor. |
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f. Arrange for an annual audit of the fiscal records of the
Association prior to the annual meeting of the SWC Board to be completed
five months, fifteen days after May 31 of each year. |
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g. Maintain the Association’s New Mexico non-profit status
on a yearly basis (Corporate Year ending May 31 of each year) and report the
status to the SWC Board at the annual corporate meeting. |
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h. Assume other duties as assigned by the Chairperson. |
| Section V: |
Board of Directors shall: |
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a. Be the governing body of the SWC and is charged with the
authority and responsibility necessary for providing the overall direction
and financial and legal oversight of the administration of the SWC and its
programs. |
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b. Supervise, control and direct the affairs of the SWC, its
committees, programs, publications, activities and policies. |
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c. Establish and maintain communication with the SWC member
associations and Head Start, Early Head Start and Child Care programs. |
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d. Be responsible for resource development, establishing and
maintaining critical linkages for the organization, public education, and
advocacy for issues and concerns developed by the SWC. |
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e. Devise planning and other methods and approaches deemed
proper to promote the purpose and objectives of the SWC. |
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f. Appoint a New Mexico Registered Agent in accordance with
the New Mexico Public Regulation Commission. The Agent must be a SWC Board
Member and resident of New Mexico.
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ARTICLE X. |
COMMITTEES |
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| Section I: |
The SWC Board may establish
standing and ad hoc committees. Such standing committees may include
Budget, Conference Planning, Membership Service, and Ways and Means. Ad hoc
committees are temporary and will usually have a limited scope in their
charge. Should the Conference Chairperson not be the SWC Chairperson, then
as decisions about the NACFC are made they must have the concurrence of the
SWC Chairperson. |
| Section II: |
An Executive Committee
comprised of the Officers of the SWC Board of Directors shall be established
and serve at the pleasure of the Board of Directors as guided by the SWC’s
policies and procedures. |
| Section III: |
The SWC Board will assign duties and delegate
responsibilities to above committees as may be determined. |
| Section IV: |
Expenditure of any committee
in excess of $200.00 requires the SWC Board’s prior approval.
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ARTICLE XI. |
DECISIONS AND POLICY
STATEMENTS |
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| Section I: |
The SWC Board may approve
policy decisions and statements by a simple majority vote. |
| Section II: |
Operational
expenditures of the SWC Board members in excess of $300.00, shall require
the Chairperson’s and Treasurer’s approval. |
| Section III: |
Travel expenses of SWC Board
members will be reimbursed the lesser amount of room expense or mileage
and/or airfare at
the current Federal government rate. |
| Section IV: |
The Board of Directors shall
approve the annual Conference Budget. Once the annual Conference Budget is
approved, the Conference Coordinating Contractor has the permission to make
the necessary expenditure of funds in a judicial manner and must provide a
detailed accounting of such expenditures.
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ARTICLE XII. |
STANDARDS OF CONDUCT |
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| Section I: |
The SWC Board of Directors
shall adhere to Standards of Conduct in carrying out their duties and
responsibilities. The Standards of Conduct are spelled out in the SWC
Policies Manual. |
| Section II: |
SWC Board of Directors shall have the powers to reprimand or
remove any Board Member who violates the Standards of Conduct. Written
notification of the sanctions will be given to such Board Member and a copy
of the sanction will be provided to the Board Member’s membership
organization. |
| Section III: |
All functions of the SWC will be alcohol and substance free.
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ARTICLE XIII. |
AMENDMENT |
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The By-Laws will be reviewed
routinely and may be amended at any SWC Board meeting by a two-thirds (2/3)
vote provided that notice of all changes are presented in writing and
discussed at a previous regular meeting. |
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Motion: Cynthia
Cheykaychi
Second: Caroline Alcaida
Date: July 20, 2001
VOTE: 3
Favor 0 Oppose
Southwest
Consortium Board – Chairperson Date
Southwest
Consortium Board – Secretary Date
Southwest
Consortium Board Member
Date
Southwest
Consortium Board Member
Date
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Unsigned version. Updated June 28, 2000. Reviewed and edited July 15, 2000
in Washington, D.C., as agreed upon at the June 2000 Board Meeting. Revised
and updated at the January 2001 Board Meeting. Reviewed and updated at the
March 2001 Board Meeting. Discussed during the May 7, 2001 Teleconference
meeting. Reviewed and revised July 20, 2001 in Mesa, AZ. Finalized with
editions in Mesa, AZ. |
