By-Laws of the Christian Early Childhood Association of Greater Kansas City
ARTICLE I – NAME
Originally established in 1969 as the Christian Preschool Association of Greater Kansas City, the name of this organization shall be the Christian Early Childhood Association of Greater Kansas City. The Association is exempt from Federal income tax under section 501(c)(3) of the Internal Revenue Code. Contributions to the Association are tax deductible under section 170 of the Internal Revenue Code. The Association was incorporated under the Missouri Nonprofit Corporation Law on August 24, 2006.
ARTICLE II – PURPOSE
The purpose of this organization shall be to: (1) provide spiritual and educational information, inspiration and fellowship for Christian early childhood program staff by means of conferences, workshops, etc., (2) stimulate the development of professional growth and high spiritual standards of member programs, (3) promote the advancement of interest in Christian Education of children, (4) act as a service organization, but not seek to control the operation of its members.
ARTICLE III – MEMBERSHIP
Any church-sponsored* early childhood program which accepts and teaches the deity of Jesus Christ and subscribes to the by-laws of the Association is eligible to apply for membership. The representative of the program shall be the director and/or director-appointee with only one vote for each membership.
*Church-sponsored – the member program is a mission or outreach of the church and is ultimately responsible to the governing body of the church. In the event that sponsorship is questioned or needs to be defined, the board may request a copy of the program by-laws.
Church Denominational offices and Christian elementary schools, which accept and teach the deity of Jesus Christ and subscribe to the by-laws of the Association, are eligible to apply for membership as a separate entity. A representative shall be appointed by the office or school with only one vote for each membership.
Final acceptance of any application shall rest solely with the Executive Board.
All member programs shall pay annual dues for the fiscal year beginning September 1 and ending August 31. These dues must be received by October 1. After October 1, the membership dues will be considered delinquent and an additional late fee will be added. New membership will not be accepted after December 31 for the current year. The Executive Board, with the approval of a simple majority of the membership, will determine any changes to the annual membership dues.
All member programs are encouraged to attend and support all events. If directors cannot attend a regularly called meeting, they may appoint representatives to attend in their absence.
All member programs may invite any interested church members, in addition to their staff, to attend sponsored functions at the member rate.
ARTICLE IV – OFFICERS AND DUTIES
The Executive Board shall consist of the positions of president, vice-president, secretary, treasurer, hospitality chairperson, and chaplain/historian. Conference coordinators are elected to assist with the implementation of 2 the annual summer and mid-winter conferences, and are considered as the Working Board. The conference coordinator(s) shall be elected to the Working Board annually by a vote of the Executive Board, held without the conference coordinator(s) present. Working Board members have a vote in all Board matters, just as the Executive Board does.
A nominating committee of three members shall be appointed by the president at the spring meeting. Election of members to each Executive Board position shall be held prior to the summer conference, with announcement of the results at the summer conference. Executive Board positions can be held by the same member for no more than four one-year terms, except for the treasurer that can be held for five one-year terms. An officer may be elected to a different board position after completing the maximum term of a previous position.
The president shall have the official powers and duties usually assigned to the office and shall be an ex-officio member of all standing committees. He/She shall have been a member in good standing for at least one year prior to acting as president. He/She shall act as chairperson of the Executive Board, and shall be responsible for the planning and chairing of all meetings and events during the tenure of office. The President shall appoint an individual to audit books for the past fiscal year. An audit report will be completed four months after the September 30 year-end. The President shall perform specific duties as agreed upon by the board to coordinate the summer and mid-winter conferences.
The vice-president shall preside in case of the absence of the president. He/She shall act as membership coordinator, and shall be responsible for all organizational promotion and publicity. The vice-president shall compile a roster of members’ relevant contact information to be distributed to all members in a directory, and shall keep an attendance record of members at all meetings. The vice-president shall perform specific duties as agreed upon by the board to coordinate the summer and mid-winter conferences
The secretary shall keep the minutes of all meetings and coordinate the correspondence of the Association. The secretary will maintain a permanent record of the official legal documentation of the Association including certificate of incorporation, federal IRS forms, tax filings, insurance policies, and other related documents. Following each meeting, he/she shall distribute copies of the minutes to each board member. The secretary shall perform specific duties as agreed upon by the board to coordinate the summer and mid-winter conferences.
The treasurer shall manage and account for any and all funds for the Association, pay bills incurred by the Association, and is responsible for seeing that all required tax forms are filed. At least every three months, the treasurer shall present a report that shows income and expenses for the quarter and year to-date periods compared to the prior year’s same periods. A balance sheet will also be presented. These reports will be approved by the Executive Board and included with the minutes. Entries to the books will be made promptly and the bank account statements will be reconciled monthly with a second officer acting as supervising controller. The books will be presented for audit 45 days after year-end. The Association’s year-end is September 30. The treasurer shall perform specific duties as agreed upon by the board to coordinate the summer and mid-winter conferences.
The hospitality chairperson shall provide food and beverages for the summer and mid-winter conferences and all training events and board meetings, and shall be responsible for securing meeting places for board and other Association meetings. The hospitality chairperson shall perform specific duties as agreed upon by the board to coordinate the summer and mid-winter conferences.
The chaplain/historian shall keep an ongoing record of all activities, including publicity and promotion of the Association. Chaplain duties shall consist of providing spiritual direction for the group, including offering devotions and prayer for each meeting or event. The chaplain/historian shall perform specific duties as agreed upon by the board to coordinate the summer and mid-winter conferences.
The conference coordinator(s), with the assistance of the Executive Board members, shall be responsible for planning and implementing the annual summer and mid-winter conferences with duties included but not limited to acquiring presenters and scheduling the sessions, handling member registration, providing training certification for attendees, securing the conference location, and handling any other details regarding the organization of the conference as required.
Any vacancy occurring on the Executive Board and/or any office to be filled by reason of an increase in the number of officers required by the board may be filled by nomination and majority vote of the remaining officers.
ARTICLE V – MEETINGS
The Executive Board shall hold quarterly meetings for the purpose of establishing a yearly calendar, selecting committees, planning a winter training seminar, planning Director Roundtable meetings for the purpose of fellowship and training, and pre-planning, finalizing and evaluating the annual summer conference. Additional meetings may be called as deemed necessary by the president.
Director Roundtable meetings shall be held at least three times a year. The Executive Board will meet to establish the next year’s tentative calendar of Directors’ Roundtables to be announced at the summer
Fees for events and conference attendance shall be determined by the Executive Board.
ARTICLE VI – AMENDMENTS
Amendments to the by-laws may be recommended either by a committee of three general members in good standing in the Association appointed by the Executive Board for the purpose of updating said by-laws, or by a minimum of two Executive Board members citing a specific need for revisions.
Recommendations for amendment must be approved by a majority vote of the Executive Board members in order to be sent to the general membership for approval. Notification of recommendation of by-law changes drafted by board members or a general member committee of the organization must be submitted to the Executive Board at least two weeks prior to the date of the meeting at which those changes are to be considered.
By-laws amendments recommended by the Executive Board after consideration and vote at a board meeting then require a simple majority vote of the entire Membership for adoption. Notification of recommended changes will be provided to all members at least two weeks prior to a vote deadline.
ARTICLE VII – COMMITTEES
Temporary committee members or Board Members at Large may be appointed by any member of the Executive Board with the approval of the Board to serve for a period of time necessary to complete a specific assignment. These are not voting positions.
Revisions approved August, 2014
PDF form available here!