Article I: Name, Territory, & Principal Office

Article II: Purpose

Article III: Affiliation

Article IV: Membership

Article V: Dues

Article VI: Officers

Article VII: Duties of the Officers

Article VIII: Nomination & Election

Article IX: Committees

Article X: Meetings

Article XI: Finances

Article XII: Amendments

Article XIII: Miscellaneous

Article XIV: Dissolution

By-Laws (PDF Format)

Robert's Rule of Order (PDF Format)

Thanks to Constituional Rights for their "RRO" file

Revised May 6, 2000

 

ARTICLE I: NAME, TERRITORY, AND PRINCIPAL OFFICE

 

Section 1: Name. The name of this Chapter shall be the Heartland Illinois Association of the Deaf - ‘HIAD’.

 

Section 2: Territory (area). HIAD’s number one goal (primary) is to include all parts of Central Illinois.

 

Section 3: Principal (Main) Office. The Chapter will maintain an office in the Peoria/Tazewell Counties, Central Illinois area and an official agent at that office.

 

ARTICLE II: PURPOSE

 

Section 1: The reason (purpose) for this Chapter is to inform the members (promote) of the educational, social and economic welfare of the Deaf locally, State wide, Illinois Association of the Deaf (IAD) and in connection with the National Association of the Deaf (NAD), which  includes use of the legislative (law makers) at all levels.

 

Section 2: HIAD will make efforts (strives) to encourage accessibility and assist persons with hearing losses to gain effective control of their lives by being actively involved (participation) in all parts (aspects) of society.

 

Section 3: It is the plan (intent) of HIAD to agree to follow (comply) with all Illinois state and federal laws, which apply To a non-profit organization, as defined in SECTION 501(C) (3) of the Internal Revenue Code.

 

ARTICLE III: AFFILIATION

 

Section 1: HIAD shall be a Cooperating Member of IAD and NAD wherein its rules, laws (regulations), goals and plans are equal/similar (consistent) with those of NAD.

  

ARTICLE IV: MEMBERSHIP

 

Section 1: Dual Member: Must be both a member of IAD and HIAD in good standing to hold any official and/or Committee chair positions. Dual member will have voting rights.

 

Section 2: Chapter Member: To include HIAD members, students, organizations, non-residents of Illinois and individuals. The Chapter members will have no voting rights and will not hold any official position and/or chairperson’s position. Chapter Member is encouraged to serve on any committees.

 

ARTICLE V: DUES

 

Section 1: IAD Membership dues will be sent to IAD Membership Chairperson as determined by IAD.

 

Section 2: HIAD Membership dues will be collected by the HIAD Membership Chairperson. The dues will be determined by the majority of the voting members at the regular meeting.

 

ARTICLE VI: OFFICERS

 

Section 1: HIAD’s Executive Committee will have (consist of):

A.                 A.  President,

B.                 B.  Vice President,

C.                C.  Secretary, and

D.                D.  Treasurer

 

      The now (current) President of HIAD will become the top officer  to the Executive Committee, for two to four years (depending on re-election), with all rights and privileges as a member on the Executive Committee. S/he will have no voting power except to break a tie in the votes.

 

Section 2: The Executive Committee will manage the affairs of HIAD and will have the following  responsibilities.

A.                 A.  To check that HIAD follows HIAD's administrative policies.

B.            B.  To check that HIAD follows HIAD's financial policies.

C.            C.  To have other HIAD  business/meetings including planning for minimum of four general meetings a  year.

D.            D.  To attend all meetings of  HIAD or notify  the President or Secretary before (prior)  to the meeting the reason for not attending.

E.            E.  To vote responsibly on all HIAD’s actions or abstain as appropriate.

F.            F.  To serve on committees.

G.           G.  To get (obtain) Executive Committee’s approval before acting as an official representative of HIAD.

         H.  To let the Secretary know the members’ addresses, phone number or other important (pertinent data needs to be changed.

 

Section 3: Terms:

A.                 A.  The length of term is two years for the office.

B.           B.  Maximum (limit) Term to be served for same office is two terms (equals to 4 years total) in a row (consecutively).

C.          C.  Any officers are allowed to serve in a different office position after successfully finishing his/her two terms in a row  (without stopping) in another role.

D.          D.   Officers may be re-elected to their previously held office after a minimum of one term (2 years).

 

Section 4: Resignations (to quit or to leave the position) will be written in a letter  to the President, one month before ‘resigning’, with a reason for leaving. In the event of the resignation of the President, the letter of resignation will be given to the Executive Committee.

 

Section 5: If it happens that the position of the President becomes vacant, the Vice President will take over as the President of HIAD till the next election of the President’s position.

 

Section 6: If it happens that the office of the Vice President becomes vacant, the President, with the approval of the Executive Committee, will choose a  Vice President until the next election of the Vice President’s position.

 

Section 7: Other openings of positions caused by resignation or other reason may be filled by being chosen by the President with the approval of the Executive Committee. The term of the appointees (people filling in the opening) shall serve till the next election for that position.

 

Section 8: Any member of the Executive Committee who missed (absent from) any two (2) meetings in a row (consecutively)  of all types without good (valid) and acceptable reason may be removed from the Executive Committee by a majority vote of the Executive Committee.

 

Section 9: The Executive Committee, by a two-thirds (2/3) vote, may suspend or take away membership from any member, or officer upon proof of material violation of the Bylaws or any regulation or practice of HIAD. The member or officer (whose membership may be removed) will have the right to speak to the Executive Committee to follow the Membership Policy.

 

Section 10: Qualification:

A.                 A.  Secretary or Treasurer: Any Deaf, Hard of Hearing and/or Hearing active dual member of HIAD in good standing may be a candidate for Secretary and/or Treasurer

B.         B.  President or Vice President: Only Deaf or Hard of Hearing active dual member of HIAD in good standing may be a candidate.

 

ARTICLE VII: DUTIES OF THE OFFICERS

 

Section 1: Duties of the President:

A.                 A.  It shall be the duty of the President of HIAD to operate as (preside) the Chairperson of the meetings, and to operate (preside) at the meetings of the Executive Committee as its Chairperson.

B.                 B.  S/He will choose (appoint) Chairperson for the following committees: Ways and Means Finance), Membership and Nominations.

C.                C.  S/He will have the power to choose Chairperson for any new committees when it is necessary, but the Executive Committee must approve the President’s decision.

D.                D.  S/He will choose a Junior Illinois Association of the Deaf Director of Central Illinois.

E.                 E.  In the event the Vice President is not able to attend, s/he may be an acting member of all committees, but not on the Nominating Committee.

F.                 F.  S/He shall appoint two (2) auditors to examine all financial reports of both the Chapter Treasurer and all committees to make sure all activities are written correctly.

1.                            1.  One auditor will be selected from the current Ways and Means (Finance) Committee.

2.                        2. Another auditor will be an active member in good standing that is not now (currently) on the  Ways and Means Committee.

 

Section 2: Duties of the Vice President:

A.                 A.  S/He will perform the duties of the President whenever the President is absent or unable to attend the meetings.

B.                 B.  S/He will be an acting member of all committees, but not on the Nominating Committee.

C.                C.  S/He will receive all reports from the Standing and Special Committees to be given to the Executive Committees.

 

Section 3: Duties of the Secretary:

A.                 A.  The Secretary will write all issues and/or votes of all meetings of the Executive Committee and of all the meetings (general and special).

B.                B.  The Secretary will be work with the Chairperson of the Membership Committee to make sure all membership information is correct at all times.

 

Section 4: Duties of the Treasurer:

A.                A.   It will be the duty of the Treasurer to receive all money going to HIAD from all sources and as explained in the Finances Policy.

B.                 B.  S/He will keep a good report of all money received and give receipts for the money when necessary and make a report of the current date’s finances of HIAD at the regular meetings. A copy of the report will be sent to IAD’s Treasurer.

C.               C.  S/He will keep special funds for example (but NOT limited to): Jr. IAD, Miss Illinois Deaf Pageant, IAD Conference and more in separate accounts to follow the Finances Policy.

D.              D.   S/He will make no investments without the approval of the Executive Committee.

 

ARTICLE VIII: NOMINATION & ELECTION

 

Section 1: Nominations may be made from the floor at the third regular meeting of the year for any officers’ positions that will be open. The nominees' names will be given to the Nominating Committee after the meeting.

 

Section 2: Nominations for officers of the Executive Committee will be given by the Nominating Committee of the Chapter to the Executive Committee at least 30 days before the last regular meeting of the year.  With the Executive Committee’s approval the nominees' names will be announced at January's meeting of the new year.  Nominations may be made from the floor before the election. This is to comply with the Nominating Procedure Policy.

 

Section 3: Election:

A.                 A.  The annual election for the vacancies shall be held in January. Newly elected officer(s) shall take up his/her position immediately after the end of the meeting.

B.                 B.  Starting year 2001 term for Vice President and Treasurer will be serving only one year. Starting in year 2002 and all following EVEN years, the Vice President and Treasurer will start serving the 2-year  term.

C.                C.  Starting year 2001 term for President and Secretary and in all ODD years shall serve the two-year term.

  

ARTICLE IX: COMMITTEES

 

Section 1: There will be two (2) types of committees, Standing Committees (year-round) and Special Committees (when it is needed), with the Executive Committee’s approval.

 

Section 2: HIAD will have the following Standing Committees: Ways and Means (Finance), Membership and Nominations. Reports from the Standing Committees will be given to the Vice President.

 

Section 3:  Special Committees may be established for specific purposes (as needed). Reports from Special Committees will be given to the Vice President.

  

ARTICLE X: MEETINGS

 

Section 1: General Meetings:

A.                 A.  The Executive Committee may provide by agreeing on the time and place for regular meetings when it is necessary for the calendar year. These will be presented at the next regular meeting.

B.                 B.  There will be a minimum of  four (4) regular meetings of HIAD per calendar year. The time and dates will be addressed at regular meetings.

 

Section 2: Special Meetings:

A.                A.   Special meetings of HIAD WILL be called by or at the request of a majority vote of the Executive Committee. Any members requesting for a special meeting must make a formal request to one of the Executive Committee’s officers. The Executive Committee may make plans for any place and time to have the special meeting.

B.                 B.  Announcements of any special meeting of HIAD will be given at minimum of fourteen (14) days before the Special Meeting by written letter/flyer to each dual active member on the records of HIAD. The purpose/reason of the meeting to be discussed at the special meeting MUST include specific agenda and/or topic(s) to be discussed.

  

ARTICLE XI: FINANCES

 

Section 1:  All funds collected will be deposited into the General Fund.

 

Section 2: Standard accounting procedures will be used. If the financial records are maintained on a computer system, then backup copies will be made. Additional copy of the backup computer files should be given to the Secretary at all Executive Committee’s meeting.

 

Section 3: The fiscal year for the Chapter shall be January 1 through December 31.

 

Section 4: An annual budget for the new fiscal year will be prepared by the Ways and Means (Finance) Committee and presented for approval (a vote) at the last regular meeting of the year.

 

Section 5: : The Ways and Means (Finance) Committee will present a report of the auditors’ decision of their review by the end of February to the Executive Committee. This report of their review must be signed by both auditors. Certified  audit is not necessary. After the auditors’ report is reviewed by the Executive Committee, the fiscal report will be given at the next general meeting by the Treasurer.

 

ARTICLE XII: AMENDMENTS

 

Section 1: These Bylaws may be changed, (altered), amended or removed (abrogated) by two-thirds (2/3) of the votes taken at an any regular meeting, then given to the IAD Board for approval.

 

Section 2: Proposed Amendments, Deletion and/or Revision:

A.                A.   Any proposed amendments, removal (deletions) and/or changes (revisions) of the Constitution and Bylaws must be submitted in writing to the Executive Committee. Amendments, removals and/or changes may be proposed from the floor of a regular meeting.

B.                 B.  The Executive Committee will establish a special committee, Law Committee, to review the proposals. This committee will have at least thirty (30) days to make any formal proposals that must be sent out to the members thirty (30) days before the regular meeting.

 

Section 3: Motions to stop (suspend) temporarily any part of the Bylaws may be made at any regular meeting, and the specific motion must be passed with three-fourth (3/4) of the vote. The special committee, Law Committee, will be established to review the stopped (suspended) part of the Bylaws to determine if it should be permanently removed and/or changed (revised). If an amendment is necessary, it will be proposed by the Law Committee as said in Section 2.

 

ARTICLE XIII: MISCELLANEOUS

 

Section 1: HIAD will be following Robert's Rules of Order, Newly Revised, unless made different by these Bylaws or by the decision of the Executive Committee.

 

Section 2: At all regular and special meetings, 51% of HIAD Dual Members will qualify as a quorum for the transaction of business with the exception of issue of Dissolution being discussed. Meeting(s) with issue of Dissolution being discussed requires a quorum of 75% of HIAD Dual Members to proceed.

 

Section 3: The act of a majority of the members present at a regular meeting at which  a quorum is present will be the decision of HIAD, unless the act of a greater number is required by rules, the Articles of Incorporation, or these Bylaws.

 

Section 4: No proxy voting shall be permitted for regular or special meetings or committee meetings.

 

Section 5:  HIAD will run/operate all meetings according to the Open Meeting Act.

 

Section 6: Any officer of HIAD who may have an actual or possible conflict of interest on any issue being discussed/voted:

A.                 A.  Will let members know of that conflict.

B.                 B.  May say what his/her position but will not try to influence others.

C.                C.  Will not be permitted to vote on the conflicting issue.

D.                D.  The conflict of interest will be written in the minutes of the meeting showing what the conflict was.

  

ARTICLE XIV: DISSOLUTION

 

Section 1: If HIAD should decide not to continue as a Chapter of IAD, the remaining assets (money, supplies, materials, etc) and property of any kind will be given to the Illinois Association of the Deaf. At the time of the termination (dissolution), a proposal to IAD of what to do with the HIAD’s remaining assets and property may be made.

 

Section 2: The termination (dissolution) of HIAD will happen only by a three-fourth (3/4) vote of the members present at a regular or a special called meeting. A specific reason to why to close for good (dissolve) HIAD must be given before any discussion and vote to be closed for good.

 

Section 3: The final date of all activities of HIAD to be agreed upon at the dissolution meeting will be  between ninety (90) days to one hundred eighty (180) days after the vote to close HIAD for good.

 

 

CERTIFICATION

 

The original Bylaws Of the Heartland Illinois Association of the Deaf Chapter have been duly adopted by the membership on (October, 19, 1998).

 

The original Bylaws of the Heartland Illinois Association of the Deaf Chapter have been properly revised by the membership on May 6, 2000

 

_______________________________          ______________________________         

  Vice President of IAD, Kevin Ryan              President of HIAD, John Miller

 

The Revised By-Laws approved by the board of IAD on September 9, 2000