Members Guide
BYLAWS OF
Christian Home Educators of Southwest Florida
Section 1
Membership: Full and Associate
Section 2
Steering Committee
Section 3 Job
Descriptions for Steering Committee Officers
Section 4 Job
Descriptions for Steering Committee Coordinators
Section 5 Job
description for other CHESF leaders
Section 6
Committees
Section 7 The
official CHESF Membership Directory
Section 8
Provided copy of Articles of Incorporation and Bylaws
Section 9
Revisions, additions, and deletions of the Bylaws.
Section 1 Membership: Full and
Associate
1.1
Full membership is open to any applicant who signs the
Guiding Premise of CHESF and agrees to abide by the governing documents.
Associate memberships shall be granted to those who agree to abide by this
charter but prefer to be a non-voting participant and not sign the Guiding
Premise. To be a member, the applicant must first pay the annual dues,
unless a waiver has been granted by CHESF officers.
1.2
Membership in CHESF shall include automatic membership in
our state level organization, Florida Parent Educators Association (FPEA.)
1.3
Any such member is considered to be in good standing.
Section 2 Steering Committee
2.1
There shall be a Steering Committee comprised of the
following officers: President, Vice President, Secretary, Treasurer, and the
following coordinators: Membership Coordinator, Communications Coordinator,
Educational Fairs Coordinator, Fellowship Coordinator, Fieldtrip and Activities
Coordinator, and Commencement Coordinator.
2.2
All nominees for an officer of CHESF must be members and
have been members for at least one school year prior to being placed on the
ballot.
2.3
Term of office for officers shall be two years. In the
event of resignation by an officer, the Steering Committee shall appoint a
replacement.
2.4
The newly elected officers will appoint members to fill
the positions of Coordinators. Candidates for these positions shall have been
members of CHESF for one school year. The term of office for coordinators shall
be one year.
2.5
The newly elected Steering Committee will assume their
positions and roles in July.
2.6
The Steering Committee shall review, at a minimum, the
following items at each regularly and properly called meeting and shall be
responsible for the proper administration of each:
-
Minutes from the previous meeting
-
The latest financial statement and/or budget items
-
Calendar of upcoming events, topics and/or issues
-
Ensure that expenses and amounts payable are paid on a
timely and accurate basis
2.7
All steering Committee meetings are open for attendance
of any CHESF member. However, the Committee can convene a closed session when
issues of sensitivity and confidentiality must be addressed. Convening a closed
session shall be at the sole discretion of a simple majority of the Steering
Committee voting members who are present. No recording devices shall be used at
any time during a closed session.
2.8
Quorum. A Majority of the members of the Steering
Committee shall be required to be present in order to constitute a quorum and
conduct business.
Section 3 Job Descriptions for Steering Committee Officers
3.1
President The President shall be a father who has been
a CHESF member for two school years and has served on the CHESF Steering
Committee for one year. He shall preside over General Meetings, Steering
Committee Meetings, and the annual Commencement Ceremony; shall oversee public
relations, policy administration, and distribution of responsibilities. He also
will do his best to promptly respond to requests, concerns and/or complaints
from CHESF members. He shall mentor and encourage Commencement Coordinator.
3.2
Vice President The Vice President shall assist the
President in the implementation of all policies, plans and responsibilities; be
active in public relations and in assisting the President with CHESF member
requests, concerns, and/or complaints. He shall be responsible for organizing
General Meetings including selection of speakers and direct members of the
Workshops and Meetings Committee; shall ensure that news items outlining the
details of each event are provided to the Communications Coordinator in
accordance with newsletter deadlines; shall mentor and encourage Fellowship
Coordinator and Educational Fair Coordinator.
3.3
Treasurer The Treasurer shall maintain the financial
records, prepare and provide quarterly financial statements at the Steering
Committee meetings, and make deposits and disbursements on a timely basis; shall
oversee the collection of CHESF Annual membership dues and other applicable fees
and charges; shall mentor and encourage Membership Coordinator.
3.4
Secretary The Secretary shall record all minutes for
Steering Committee and General Meetings. Assistance towards greater accuracy of
details (except for closed sessions) from recording devices is encouraged and
advisable. The Secretary shall prepare with input from officers the agenda for
Steering Committee Meetings; shall prepare final drafts of minutes, which are
presented at the next Steering Committee meeting, shall be responsible to
preserve and shall make available the official minutes from the Steering
Committee and General Meetings to any CHESF member who is in good standing;
shall mentor and encourage Communications Coordinator, Fieldtrip and Activities
Coordinator and Used Curriculum Fair Chairperson.
4.5
Field Trip and Activities Coordinator The Field Trip and Activities
Coordinator shall maintain the CHESF Master Planning Calendar and solicit,
mentor and encourage Chairpersons including but not limited to the following
Committees: Elementary, Middle School, High School, Community Service, Sports
and Moms Night Out to provide a diversity of enriching activities for the
school year. He/she will provide Field Trip Guidelines and Activity Planner
to the Committee Chairpersons; shall ensure that news items outlining the
details of each event are provided to the Communications Coordinator in
accordance with newsletter deadlines; shall report to the Steering Committee
orally or in writing at each properly scheduled meeting, and shall agree to
train a replacement for this position
Section 5 Job description for other CHESF leaders
5.1 Newsletter Editor The Newsletter Editor shall be
responsible for creating, editing and distributing a monthly electronic
newsletter; shall be responsible for approving advertising in the
newsletter; shall provide a copy to the president for review and send approved
copy to the Webmaster and Communications Coordinator for distribution. He/she
shall have editorial freedom in consultation with the President, officers and/or
Coordinators.
5.2 Yearbook Advisor The
Yearbook Advisor shall oversee the yearbook committee and be responsible for the
theme, design, layout and printing of the annual yearbook; shall make
recommendations to the Steering Committee for photographers and/or printers to
use and serve as the Steering Committee liaison to these companies; shall
coordinate selling yearbook advertisements and make recommendations to the
Steering Committee as to advertising rates; shall work closely with the
Membership Coordinator to ensure all CHESF members have the opportunity to be
included in the yearbook; shall submit items to the Communications Coordinator
in accordance with newsletter deadlines; shall report to the Steering Committee
orally or in writing at each properly scheduled meeting, and shall agree to
train a replacement for this position.
5.3 Webmaster The Webmaster shall be responsible for overall
maintenance of the CHESF website, updating information on a monthly basis or as
needed; shall be responsible for maintenance of all e-mail accounts and
correspondence received through web-related forms; shall be responsible for
renewing domain and web hosting accounts; shall work closely with the
Communications Coordinator to ensure accuracy of information published; shall
report to the Steering Committee orally or in writing at each properly scheduled
meeting, and shall agree to train a replacement for this position.
5.4 Used Curriculum Fair Chairperson The Used Curriculum
Fair Chairperson shall be responsible for planning and organizing the CHESF
Annual Used Curriculum Fair; shall submit items to the Communications
Coordinator in accordance with newsletter deadlines; shall report to the
Steering Committee orally or in writing at each properly scheduled meeting, and
shall agree to train a replacement for this position.
5.5
Phone Chairperson The Phone Chairperson shall manage the CHESF phone tree and
coordinate phone relay communications as recommended by Steering Committee;
shall work closely with the Communications Coordinator and Membership
Coordinator; shall report to the Steering Committee orally or in writing at each
properly scheduled meeting, and shall agree to train a replacement for this
position.
Section 6 Committees
6.1 The Steering Committee shall create and empower such
committees as are necessary to assist them in accomplishing the overall mission
of CHESF. Those committees shall report only to the Steering Committee. With
approval from the Steering Committee, a committee may report directly to the
General Meeting.
Section 7 The official CHESF Membership Directory
7.1 The CHESF Membership Directory is the exclusive, private
and legal property of CHESF, Inc. Any unauthorized reproduction of any part of
it for any purpose without the prior, written consent of the Steering Committee
is strictly prohibited. Since the identification of the member families is
sensitive and confidential, no part of the Membership Directory shall be made
available to anyone except bona fide, dues-paying CHESF members. No part of the
Directory may be sold, given, or otherwise made available to advertising or
profit motivated concerns.
7.2
The CHESF Membership Directory will be updated at least
annually. One issue will be given to each CHESF member family that is in good
standing. Families must have joined or renewed their membership of CHESF by
September 30th to be placed in the Directory. Every attempt will be
made to produce and distribute the updated Directory in October of each year.
7.3
Every CHESF member retains the privilege of anonymity and
will be included in the Membership Directory, in whole or in part, only with
their written consent and approval.
Section 8 Provided copy of Articles of Incorporation and
Bylaws
8.1
A copy of the Articles of Incorporation and Bylaws will
be provided to any CHESF member upon request once they have signed and agree to
uphold the CHESF Guiding Premise and have paid their annual dues.
8.2
Prospective new members of CHESF may review at the
discretion of the President or his designee, the contents of the Articles and
Bylaws.
Section 9 Revisions, additions, and
deletions of the Bylaws.
9.1
The Steering Committee may revise the Bylaws as deemed
necessary by a majority vote of the majority of the total number of Steering
Committee members at a properly scheduled meeting.
9.2
Any CHESF member in good standing shall have the
privilege of submitting proposed revisions to the Steering Committee for
consideration. Those submissions must be in writing, signed and dated by the
submitting CHESF member.
