Bylaws of the HiCap Council - Updated and Approved 7/2/2019


Northshore HiCap Parents Council By-Laws - Approved 7/2/2019

Article I – Name and Location
The name of the organization shall be the Northshore HiCap Parents Council (hereinafter, “HiCap Council”) with a principal office in the Northshore School District (hereinafter, “the District”) service area.

Article II – Nonprofit Purposes
The HiCap Council is organized exclusively for one or more purposes as specified in Section 501(c)3 of the Internal Revenue Code (IRC) and Chapter 24.03 of the Revised Code of Washington (RCE) (known as the Washington Nonprofit Corporation Act) and will abide by the rules and restrictions of those codes.

Article III – Vision and Mission

Section 1 – Vision
The vision of the HiCap Council is for all Northshore School District (NSD) Highly Capable students to reach their full potential through programs that distinguish NSD as an exemplary district for highly capable education.

Section 2 – Mission
The mission of the HiCap Council is:

To advocate for the needs and unique challenges of both identified and non-identified highly capable students,

To educate families, educators, and community members about highly capable students, their needs, and the programs available to them,

To build a strong community of families that represent the diverse population of our district,

To collaborate effectively with families, educators, and community members, partnering closely together to enhance the quality of education in the Northshore School District, and

To provide resources that support highly capable student learning.

Section 3 – Goals
The goals of HiCap Council are to:
  1. Communicate with the District in an advisory capacity, as the District addresses the needs of highly capable students through in-person meetings with the District administrators; written data, research, and surveys, and other forms of communication.
  2. Increase the number of parents and educators who attend HiCap Council sponsored informational presentations and events.
  3. Increase the number of applications for the District highly capable programs each year by attracting a diverse population of qualified students.
  4. Explore funding possibilities for education enhancements, such as curriculum resources, enrichment opportunities, and professional development for staff.
  5. Increase discussion among the HiCap community to foster involvement in the District school community, spread awareness, provide information and lend support to HiCap students and their families.
Section 4 – Advocacy
The HiCap Council shall comply with advocacy requirements of 501(c)3 organizations. The HiCap Council:
  1. May not, under any circumstances participate in or contribute to any political campaign, or publish or distribute any written or oral statements, on behalf of or in opposition to any candidate for public office;
  2. May not, except to an insubstantial degree:
    1. Contact, or urge the public to contact, legislators or their staff for the purpose of proposing, supporting, or opposing legislation;
    2. Attempt to affect the opinions of the general public, or a segment of the public, regarding legislative issues;
  1. May, at any time:
    1. Communicate with members of the organization about legislation (or proposed legislation) of direct interest to the organization and its members, if these communications do not directly encourage members to influence legislation;
    2. Make available the results of nonpartisan analysis, study, or research;
    3. Communicate with a government official or employee, other than for the purpose of influencing legislation.
Article IV – Board of Directors

Section 1 – Representatives
Directors of the HiCap Council shall consist of 12 – 24 individuals from the following representative slots:
  1. one parent representative from each EAP school;
  2. one parent representative from each AAP school;
  3. one parent representative from each High School;
  4. one Regional parent representative for each Elementary in the Woodinville High School Feeder pattern
  5. one Regional parent representative for each Elementary in the Bothell High School Feeder pattern
  6. one Regional parent representative for each Elementary in the Inglemoor High School Feeder pattern
  7. one Regional parent representative for each Elementary in the North Creek High School Feeder pattern
Regional Parent representatives will represent ALL elementary students in their High School feeder pattern  that are any of these: unidentified students (enrolled in a Northshore elementary, homeschool, or private school), kindergarten holistic qualified, single subject qualified (either math or ELA), and dual qualified being served in any neighborhood elementary school or NSD program not represented by an EAP school representative.

Section 2 – Qualifications
Qualifications for the representative slots are:
  1. EAP, AAP and High school representative must be a parent with a student enrolled in that school’s EAP or AAP program for next school year;
  2. Regional representative position must be a parent living in the District boundaries and have at least one elementary aged student not represented by the positions detailed in Number 1 above;
  3. Parents selected as representatives may also be district employees, but the majority of the HiCap Council must consist of individuals who have no direct connection to the district.
  4. If a representative position has no nominations during the election nomination process, a majority vote of HiCap Council Members may appoint someone to a vacant slot who does not fit criteria 1 or 2 above. 

Section 3 – Election
The following process will be used to elect HiCap Council Directors:
  1. The nomination and election process will typically be completed by mid-May of each year.
  2. A self-nomination form will be made available online to parents living in the District. Information about each candidate will include an email address and a brief statement (100 words or less) explaining their interest in serving on the HiCap Council.
  3. A ballot will be made available online to parents who have students currently in the District.
  4. Nominees with the most votes for each open representative slot shall serve as elected representatives for the respective given term.

Section 4 – Term
  1. EAP, AAP and High school representatives will typically be elected for a term of two (2) years. Half will be elected on even years and half on odd years. Regional representatives will be elected for a term of two (2) years. There are no limits to the number of terms an individual may serve on the HiCap Council.
  2. Representative slots that become vacant prior to the end of the given term shall be filled by majority vote of the remaining Directors of the HiCap Council, and will serve until the following election. A Director may resign at any time by delivering a written notice of resignation to the HiCap Council.

Section 5 – Compensation
Directors shall serve as volunteers without compensation, financial or otherwise.

Section 6 – Nonliability
Directors shall not be personally liable for the debts, liabilities, or other obligations of the HiCap Council, with the exception of gross negligence or intentional misconduct by a Director in the performance of his or her duties on behalf of the HiCap Council.

Section 7 – Duties
  1. Directors shall perform any and all duties required of them collectively or individually by these Bylaws, the Articles of Incorporation of the HiCap Council or by law. Each Director shall perform his or her duties in good faith, in a manner believed to be in the best interest of the HiCap Council, and with such care as an ordinarily prudent person in a like position would use under similar circumstances.
  2. ·        Directors will do one of the following with every constituent (or other person seeking advice, guidance or help from a HiCap representative) email, text, or phone call they receive to their private email/number that is not also sent to the main HiCap mailing list:
    o   If the Director does not know the answer to questions asked or prefers to not answer the email, respond to the person acknowledging receipt of the email and pledge they or someone else will respond later with an answer to their question. This email should then be forwarded to the main Council email for another Director to answer either to the original director or directly to the person seeking guidance.
    o   If the Director knows the answer to the question or knows how to find the answer, respond promptly to the person with the answer to their question.
    o   If the Director thinks the question does not fall under the jurisdiction of the HiCap Council, confirm with either the main council email or with other directors directly, then respond to the person with a polite response that they should inquire through the “Chain of Command” within their school and the district: Teacher ->Principal->Assistant Super for their region -> Superintendent/School Board.
      
Individual and Committee Duties shall include but not be limited to:
  • Be a PTA member of the school you represent and go to PTA meetings to deliver HiCap info
  • Gather feedback from your constituents and PTA to report back to Council
  • Manage class mailing lists for schools you represent
  • Keep your constituents informed of HiCap related info
  • Attend back-to-school events, registration nights, parent nights for the school you represent
  • Have name, picture and email on website
  • Attend monthly HiCap council meetings – alternating daytime/evening

HiCap Council Opportunities to be performed collectively by Council and Committees. These duties may vary by need and available staff.
  • Help District HiCap Info night
  • Help with HiCap testing days
  • Help coordinate events for the HiCap Council
    • Parent panel events
    • Summer park days
    • Special talks for the community
    • Board game days
  • Attend School Board meetings and speak on behalf of the Council as needed
  • Become an Executive board member
  • Help maintain the hcparents.org website
  • Send out mailings as needed to our mailing list
  • Post relevant info and answer questions on NSD HiCap Discuss or other FB pages

Section 8 – Removal
Directors who are absent for two consecutive regularly scheduled meetings of the HiCap Council, according to Article IV, are subject to removal from the HiCap Council by a majority vote of the HiCap Council. Directors may also be removed for cause by a two-thirds vote of the HiCap Council Director at a meeting.


Article V – Meetings
Section 1 – Manner of Conduction
Meetings shall be conducted in a manner that allows for considered judgment after a full and fair working through of the issues involved. Directors are expected to speak up if they have concerns or relevant information to share.

Section 2 – Regular Meeting Schedule
Regular meetings shall typically be held at least monthly during the school year, including bimonthly meetings with the District administrators.

Section 2 – Agenda
Directors shall have access to an agenda prior to the meetings. Issues added to the agenda after that time requires consensus of the HiCap Council or be postponed until a subsequent meeting.

Section 4 – Notice
Notice of meetings may be provided by electronic transmission, telephone or in-person. Special meetings and changes to scheduled regular meetings require at least two days prior notice of the date, time and place of the meeting.

Section 5 – Voting
Actions of the board may be made by voting during meetings and/or electronic transmission of at least a majority of Directors of the HiCap Council, except for actions specifically requiring a meeting as provided herein, including amendments to the Bylaws and Articles of Incorporation. A quorum shall consist of a majority of Directors of the HiCap Council.

Section 6 – Public Participation
  1. Regularly scheduled monthly meetings of the HiCap Council will be open to the public.
  2. Members of the public who wish to be on the agenda will submit a request in writing to the HiCap Council President prior to the meeting. Fulfillment of such request will be at the discretion of the President. Non-members of the HiCap Council may address the HiCap Council for a time period not exceeding 3 minutes per person, unless otherwise determined by majority vote of the HiCap Council.

Article VI – Officers

Section 1 – Officers
HiCap Council shall elect the following officers: President, Vice-President, Secretary, and Treasurer from its board.

Section 2 – Selection/Term
  1. Officers shall be elected annually by majority vote of the Directors of the HiCap Council during the first meeting of the newly elected board.
  2. The term of office for officers shall be one year.

Section 3 – Compensation
Officers shall serve as volunteers without compensation, financial or otherwise.

Section 4 – President and Vice-President
  1. The President shall be a parent of a child receiving district highly capable education services.
  2. The President or Vice-President shall preside at all HiCap Council meetings, prepare agendas, and represent HiCap Council as requested.

Section 5 – Secretary Duties
The secretary shall keep minutes of all meetings of the HiCap Council, seek adoption of the minutes at the next meeting, maintain the records of the organization, and provide a copy to all Directors, either via paper or electronically. Minutes of meetings will be posted on the HiCap Council’s website.

Section 6 – Treasurer Duties
The treasurer shall create a yearly budget, deposit the HiCap Council’s funds in the name of the HiCap Council, keep records of the HiCap Council transactions, and regularly inform the HiCap Council of its finances.

Section 7 – Removal
Officers may be removed, with or without cause, by majority vote of the Directors.


Article VII – Committees

Section 1 – Role
HiCap Council may form committees to analyze data, develop possible action plans, or gather information to inform and advise the HiCap Council. These committees shall have representation from the board, but may also include non-Director stakeholders who have knowledge, interest, or information pertinent to the purpose of the committee.

Section 2 – Authority
Committees shall have no authority to act on behalf of HiCap Council, unless given explicitly by action of the HiCap Council through a majority vote.


Article VIII – Operating Norms

Section 1 – Conduct
Directors will adhere to the following conduct: respect the contributions of others, use appropriate communication, and collaborate to meet the goals of the HiCap Council.

Section 2 – Sensitive Information
  1. Directors may have limited access to sensitive information including student data and other information provided by the District and communicated as sensitive while serving in his/her capacity on the HiCap Council.
  2. This sensitive information may only be used for the intended purpose and audience stated at the time of disclosure of the sensitive information. The District or the President may provide additional guidance about proper use of sensitive information at any time.
  3. Any email conversation that is circulated between only the main council email address and personal emails of current directors is considered an Internal Council Email and should not be forwarded outside of the main council email and personal emails of current directors or otherwise published externally without the express permission of all Directors participating in the conversation and any person outside of the council who may have originated the email.
     
Section 3 – Adherence
Directors who violate this conduct or use of sensitive information will be removed from the HiCap Council.

Article IX – Finances

Section 1 – Budget
A yearly budget prepared by the Treasurer with input from the Directors shall be approved by the HiCap Council no later than the end of September. The fiscal year for the HiCap Council is from June 1 to May 31.

Section 2 – Documentation
Receipts must be received for all funds disbursed.

Section 3 – Charitable Solicitations Act (CSA)
The HiCap Council shall keep informed of the current fundraising parameters of the CSA of Washington State. In such case as annual contributions to HiCap Council exceed the maximum amount for exemption from the CSA, the HiCap Council will act in a timely manner to come into compliance with the CSA,

Article X – Amendments

Section 1
The Bylaws shall be reviewed annually during the final meeting of the elected Directors prior to reelection of Directors.

Section 2
The Bylaws and Articles of Incorporation of the HiCap Council may be amended by a majority vote of the Directors present at a regular or special meeting of the HiCap Council.

Article XI – Dissolution

Section 1 – Voluntary Dissolution
The HiCap Council may voluntarily dissolve in accordance with procedures in the Washington Nonprofit Corporation Act and require a majority approval vote of the Directors.

Section 2 – Distribution of Assets
Remaining assets shall be transferred to the following 501(c)3 organizations: Northshore Schools Foundation for purposes of programs supporting highly capable students, and/or the Washington Association of Educators of the Talented and Gifted.

Section 3 – Officers
Upon dissolution, the officers shall continue in their role until the HiCap Council is legally dissolved.

Section 4 – Revocation
Should it be necessary to revoke voluntary dissolution proceedings, procedures as specified in the Washington Nonprofit Corporation Act shall be followed.

Amendment I
Email voting will be allowed. Vote will pass if more than 50% of council vote by email in favor. A Quorum will be a majority of the members of the Board of Directors. For in-person voting, a majority vote of those present constitutes a passing vote.

Amendment II
All financial expenditures require a passing vote of the Board for approval.


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