Bylaws of the HiCap Council before 5/16/2017

Northshore HiCap Parents Council

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 HiCap Council is to support the highly capable learning community of the Northshore School District, in order to create world-class highly capable learning environments that are available to every qualified student, are highly coveted by parents and students, and distinguish the Northshore School District as an exemplary district for highly capable education.

Section 2 – Mission
The mission of the HiCap Council is:
To advocate for the needs and special challenges of highly capable students,
To educate families, educators, and community members about highly capable students, their needs, and the programs available to them,
To collaborate effectively with families, educators, and community members, partnering closely together to enhance 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 1Representatives
Directors of the HiCap Council shall consist of 15 or 16 individuals for the following representative slots:
  1. two parent representatives from each EAP school;
  2. one or two parent representatives from each AAP school;
  3. one parent representative from HiCap in a neighborhood elementary school;
  4. one parent representative from HiCap in a neighborhood middle or junior high school;
  5. one parent representative from HiCap in a neighborhood high school; and
  6. one at-large representative.

Section 2 Qualifications
Qualifications for the representative slots are:
  1. EAP or AAP school representative must be a parent with a student enrolled in that school’s EAP or AAP program for next school year;
  2. HiCap in the Neighborhood School representative must be a parent with a HiCap qualified student (in math, reading, or both) who will be attending his/her neighborhood school for next school year in that grade;
  3. At-Large position must be a parent living in the District boundaries and have at least one student who is NOT receiving services in any HiCap program. The At-Large position is intended to represent families with students who have not yet formally qualified for HiCap services, are homeschooling, or are attending private school;
  4. 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.

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. For schools that have two positions open, the candidate that receives the most votes will have a two year term and the next highest votes will have a one year term.

Section 4Term
  1. EAP or AAP 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. HiCap in the Neighborhood School representatives and At-Large representatives will be elected for a term of one (1) year. 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 5Compensation
Directors shall serve as volunteers without compensation, financial or otherwise.

Section 6Nonliability
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 7Duties
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.

Section 8Removal
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 1Manner 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 2Regular Meeting Schedule
Regular meetings shall typically be held at least monthly during the school year, including bimonthly meetings with the District administrators.

Section 2Agenda
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 5Voting
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 6Public 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 2Selection/Term
  1. Officers shall be elected annually by majority vote of the Directors of the HiCap Councilduring the first meeting of the newly elected board.
  2. The term of office for officers shall be one year.

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

Section 4President 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 5Secretary 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 7Removal
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 2Authority
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 1Conduct
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 2Sensitive 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.

Section 3Adherence
Directors who violate this conduct or use of sensitive information will be removed from the HiCap Council.

Article IX – Finances
Section 1Budget
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 2Documentation
Receipts must be received for all funds disbursed.

Section 3Charitable 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 8 or more 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.