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President John Hood-Fysh Vice-President Eileen Marma Treasurer Rich Little Secretary Joan Extrom Member-at-Large Al West
Chapter Constitution and By-Laws
DATE OF EXECUTION: March 19, 2009 Amended: August 30th, 2017 at Business meeting
By Chapter Members
Besides adhering to the national bylaws and rules as outlined in the Chapter Manual, the Linn & Benton Counties Members may ratify more Bylaws and Standing Rules to aid in the business of the chapter.
ARTICLE I. The name and object of this organization is Hearing Loss Association of Linn & Benton Counties, a recognized chapter of Hearing Loss Association of America (HLAA) of Bethesda, MD, a non-profit, non-sectarian, volunteer, international, educational organization devoted to the welfare of all people having a hearing loss but still wanting a full life. It is supported by donations.
ARTICLE II. Membership is available, but is not required. Membership depends on membership dues paid to the national office. Donations to the chapter are encouraged to support ongoing programs to help people with hearing loss. At least 4 members (including the elected officers and committee members) of the chapter must be members of Hearing Loss Association of America.
ARTICLE III. Four officers shall be elected biennially (every two years) at the August chapter meeting, to include a president, vice-president, treasurer, and secretary. If the number of members permit, the names of members running for these offices will be presented by a Nominating Committee, which consists of at least three members of the chapter elected at the June chapter meeting. The parliamentarian shall call the Nominating Committee together, but not have a vote, prior to the August election.
Following their election, the new officers will meet to select Chairs/Officers to complete the Executive Board (these will chair the committees needed to run the chapter).
ARTICLE IV. The duties of the elect officers will be as follows:
President: The President will provide leadership and represent Hearing Loss Association of America well to the members of the chapter and to the public. They will conduct the business meetings of chapter and board of directors, and respond to requests and suggestions about the chapter in a timely manner and in writing, if requested. The President will also be in charge of the monthly meetings. If unable to perform these duties temporarily, they will ask the Vice-President to lead in their place. The president shall maintain active membership with Hearing Loss Association of America.
Vice-President: The Vice-President will be of assistance to the President and assume the President's duties in case of that officer's absence or illness. They may lead the meeting or delegate the responsibility. They will serve as Program Chair, which makes them responsible for each month's program from September through June. They will report on such educational programs to the Board at least two months before the meeting time to allow for newsletter publicity (if a newsletter is published). Chapter members suggesting programs must clear them through the Program Chair. The vice president shall maintain active membership with Hearing Loss Association of America.
Secretary: The secretary is responsible for recording the proceedings of both chapter and board meetings in such a manner that there can be no question of what action is taken; these recorded minutes shall be read or made available to the membership. A transcript of the captioning will service as the primary record. The transcripts must be kept for six years. Other duties involve routine correspondence, and database (newsletter subscriptions if published) for the chapter as directed by the Executive Board. The secretary shall maintain active membership with Hearing Loss Association of America.
Treasurer: The Treasurer maintains accurate and complete financial records. They will assume budget responsibility, receiving donations and other funds, approving expenditures jointly with the President, make periodic financial reports to the Board and members if requested, and present an annual financial report at the business meeting in August. See standing rules for approved expenditures from the chapter budget. The treasurer shall maintain active membership with Hearing Loss Association of America.
ARTICLE V. When the number of members permit, the President and the newly elected officers will name the chairs/officers of the chapter, and they will serve on the Executive Board. They shall all maintain active membership with Hearing Loss Association of America. The Executive Board will also be responsible for appointing Committee Chairpersons as needed. Together they will develop job descriptions for each respective committee or position. Each chair shall maintain active membership with Hearing Loss Association of America. The Following Positions are Available Subject to Membership Availability Public Relations Committee: This committee is responsible for handling all publicity for the chapter. Such as the submissions to the local media. This officer shall maintain active membership with Hearing Loss Association of America. This committee will include a monthly newsletter for distribution well before the monthly meetings This committee is also responsible for all other media-related items. Such as electronic Web site pages on the Internet. Bulletin board, news flyer, and etc. This committee is accountable to the Executive Board. The editor/webmaster shall maintain active membership with Hearing Loss Association of America. Hospitality: The Hospitality Chair will assign certain duties to members helping with refreshments at chapter (and other) meetings. You will provide a sign-up list for members to bring refreshments for social times, and clean up after meetings. The chair usually provides paper goods, coffee and utensils; the members provide food and drinks. The hospitality chair shall maintain active membership with Hearing Loss Association of America. Greeters: The Greeters provide name tags and attendance sheets for all who attend and an information table with literature and other publicity about hearing loss at every chapter meeting. This officer will help set up the meeting room and greet all those attending. Optionally, this officer will provide new guests with an "information sheet" so they can be introduced at the meeting. The greeters shall maintain active membership with Hearing Loss Association of America. ARTICLE VI: The Executive Board of Directors of Hearing Loss Association of Linn & Benton Counties will consist of the elected officers and their chairs/officers as stated in Articles IV and V. ARTICLE VII. The meetings of Hearing Loss Chapter of Linn & Benton Counties are held as follows: The chapter meetings shall be held monthly at a time, location and frequency decided by the Executive Committee. Occasional fund-raisers and extra summer events may also be held. The Executive Board of Directors will meet each month in person on time, day of the week and location to be determined, from August to June with a recess in July. Meetings can be held by email. Additional meetings will be scheduled at the discretion of the President.
ARTICLE VIII. Amending the Constitution, and parts thereof: These articles and their subdivisions are fundamental to Hearing Loss Association of Linn & Benton Counties and may only be amended in written form with at least a majority of the board and regular members present at a chapter meeting. The Board can identify this majority number of members since there are no paid membership fees. BY-LAWS
RULES OF ORDER: The standard rules of order contained in Robert's Rules of Order shall govern the Hearing Loss Association of Linn & Benton Counties Chapter in all cases to which they are applicable, and in which they are not inconsistent with the Constitution of Hearing Loss Association of America and this Chapter.
STANDING RULES: The following resolutions of a permanent nature (called Standing Rules) have been adopted by a majority vote of the Board and chapter membership (see Article VIII) and are binding on the chapter until they are suspended, rescinded, or modified at a future meeting. No Standing Rule can be adopted which conflicts with the Constitution or Rules of Order.
Membershipin Linn & Benton Counties Hearing Loss Association: There shall be no membership dues in the chapter. Dues are paid only to the national office.
Nominating Committee: The Executive Board shall serve as the Nominating Committee. If an elected officer leaves before their term is completed, the Nominating Committee for those two years will reconvene and another election will be held.
Voting Requirements: The Board will have a quorum of a simple majority including the President and/or Vice President. The chapter membership quorum will be a simple majority of the members and a simple majority of Board members.
Bank Account and Audit Procedures: The President and Treasurer will secure and maintain a bank accounting using the Chapter EIN. The bank chosen for this account will have the approval of the Board. These two signatures will be required for all expenditures. An ad hoc two-member Audit Committee selected by the Executive Board in June with a report to the membership in September each year will perform an annual audit of bank records. The Audit Committee will be two chapter members who are well versed in keeping financial records.
The Hearing Loss Association of Linn & Benton Counties Budget: The Treasurer and Executive Board will submit an annual budget for the chapter to the chapter membership in June of each year. All major expenditures to be incurred during the next year will be included. Any expense not included in this budget will have to be approved by Board before the funds are granted.
Limit of Expenditures: All expenditures from Hearing Loss Association of Linn & Benton Counties accounts will require receipts submitted to the treasurer, and the items funded must be listed in the annual budget or approved separately by the Executive Board.
Program Approval: The Board shall ratify all monthly programs. Other special recreational and educational events, as well as fund-raisers, shall be approved by the Board well before the events occur. The Program Chair (Vice-President) controls all these events.
Representation at State and Hearing Loss Association of America Conventions: If the Hearing Loss Association of Lebanon & Benton Counties Treasury is not depleted below $500.00, then the Board may vote to assist one delegate to attend the Annual Hearing Loss Association of America Convention by covering the following expenses: the exact cost of registration and partial cost (up to $200.00 by air) of transportation. The delegate shall pay all other expenses. This delegate shall be the President, or in the event, that officer cannot attend, then the Vice-President, Treasurer, Secretary, or other delegate, in that order.
Endorsements: The Hearing Loss Association of Linn & Benton Counties cannot endorse any product, company, or professional business person at its meetings or in its newsletter (as stated by Hearing Loss Association of America). All commercial vendors shall keep their products and promotional information separated from Hearing Loss Association and other non-profit hard-of-hearing literature at meetings, preferably on a second table so as not to be confused with Hearing Loss Association publicity.
A disclaimer shall be posted near the vendor area that states, "The Hearing Loss Association of Linn & Benton Counties does not endorse or promote any vendor items displayed. They are displayed for your information and convince only."
Announcements of vendor items for sale will not be made at chapter meetings, or listed in the Hearing Loss of Linn & Benton Counties Newsletter. In lieu of such announcements, the President or Program chair may state the following: 'We have a table of vendor items provided for your interest and information, but the chapter cannot endorse any one product over another. We wish to thank all vendors who offer their products for you to try during our meetings."
Hearing Loss Association Officer Training: In order to understand their duties better as officers of Hearing Loss Association of Linn & Benton Counties, it will be the responsibility of the Executive Board to either hold a training session at the Board meeting in September or plan a short summer meeting to explain officer responsibilities for the year. A Leadership Retreat may also be held. There may be an installation ceremony in September to introduce the new officers and their duties.
The Hearing Loss Association of Linn and Benton Counties is organized exclusively for charitable , religious, educational, and scientific purposes, including for such purposes, the making of distributions that qualifies as exempt organizations described under section 501 ( c ) 3 of the internal revenue code or corresponding section of any future Federal tax code.
Upon dissolution the Hearing Loss Association of Linn and Benton County’s assets shall be distributed for one are more exempt purposes within the meaning of the section 501 ( c ) 3 of the internal revenue code or corresponding section of any future Federal tax code shall be distributed to the Federal government or to a state or local governments for a public purpose. Any such assets not disposed of shall be disposed of by a court of competent jurisdiction in the county in which the principle office of the organization is then located, exclusively for such purposes or to such organization or organizations, as said court shall determine, which are organized and operated exclusively for such purposes.
The HLAA Linn Benton Chapter is a Hearing Loss Support Group made up of Linn and Benton County hard of hearing individuals. We meet monthly to listen to timely topics, share experiences, provide support, advice, and friendship. We invite you and your family members to attend.
More information is available by emailing firstname.lastname@example.org or call / text to 541-220-8541
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