Northshore HiCap Parents Council Amended Bylaws
Amended 05/16/2017
Amended 06/05/2018
Amended 09/24/2021
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 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,
To increase the number of parents and educators who attend HiCap Council sponsored informational presentations and events,
To increase the number of applications for the District highly capable programs each year by attracting a diverse population of qualified students,
To explore funding possibilities for education enhancements, such as curriculum resources, enrichment opportunities, and professional development for staff, and
To 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:
May not, under any circumstances, participate in or contribute to any political campaign, including publishing or distributing any written or oral statements on behalf of or in opposition to any candidate for public office; and
May not, except to an insubstantial degree, contact or urge the public to contact, legislators or their staff for the purpose of proposing, supporting, or opposing legislation; or attempt to affect the opinions of the general public, or a segment of the public, regarding legislative issues;
May, at any time, 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;
May, at any time, make available the results of nonpartisan analysis, study, or research;
May, at any time, communicate with a government official or employee, other than for the purpose of influencing legislation.
Article IV – Board of Directors
Section 1 – Representatives
The HiCap Council Board shall consist of the following Directors:
School Representatives
One parent representative from each EAP Elementary School, one parent from each AAP Middle School, and one parent from each High School. Should the district operate an online program, school representatives may be elected to represent that program as needed.
Regional Elementary Representatives
One elementary parent representative from each of the District’s high school feeder patterns.
Members At-Large
Up to four members at-large from across the district as appointed by the Council at their discretion.
Section 2 – Qualifications
Parents elected as Directors may be district employees, but the majority of the HiCap Council must consist of individuals who are not employed by the District. Specific qualifications for the Directors are:
School Representatives
School Representatives must be a parent or guardian with a student enrolled in their school’s or program’s EAP, AAP, Running Start, AP, IB, or College in the High School program for the next school year at the time of their election.
Regional Elementary Representatives
Regional Elementary Representatives must be a parent or guardian with a student enrolled in any elementary school or elementary program in that position’s high school feeder pattern for the next school year at the time of their election. It is highly encouraged that the position be filled by a parent whose child is not already represented by a School Representative.
Members At-Large
Members at-large must be a parent or guardian with a student enrolled in any school in the district for the next school year at the time of their appointment. It is highly encouraged that the position be filled by a parent whose child is not already represented by a School Representative.
Section 3 – Election
The following process will be used to elect HiCap Council Directors:
The nomination and election process will typically be completed by mid-May of each year.
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.
A ballot will be made available online to parents who have students currently in the District.
Nominees with the most votes for each open representative slot shall serve as elected representatives for the respective given term.
Section 4 – Term
School Representatives will be elected for a term of two (2) years. Half will be elected on even years and half on odd years. Regional Elementary Representatives will be elected for a term of two (2) years. Members at-large 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.
Director roles that become vacant prior to the end of the given term, or that remain vacant after the annual election, 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
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.
School Representatives
School Representatives will represent students in their school or program who are enrolled in an EAP, AAP, Running Start, AP, IB, or College in the High School program.
Regional Elementary Representatives
Regional Elementary Representatives will represent ALL elementary students in their High School feeder pattern, including 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 a School Representative.
Members At-Large
Members at-large will advocate for ALL students in the District, including those enrolled in an EAP, AAP, Running Start, AP, IB, or College in the High School program; and including identified 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.
Individual Director Duties Include:
Being a PTA member and attending PTA meetings to deliver HiCap information,
Gathering feedback from your constituents and PTA to report back to HiCap Council,
Keeping your constituents informed of HiCap related information,
Attending back-to-school events, registration nights, and parent nights, and
Attending monthly HiCap Council meetings.
Collective HiCap Council Duties Include:
Helping, as needed, with the District’s “HiCap Information Night,”
Helping, as needed, with the District’s HiCap testing days,
Helping to coordinate events for the HiCap Council, such as parent panel events, summer park days, special talks for the community, board game days, and others,
Attending District School Board meetings and speaking on behalf of the Council, as needed,
Serving as an Executive board member of the HiCap Council,
Helping to maintain the HiCap Council website,
Sending out mailings as needed to our mailing list, and
Posting relevant info and answer questions on District, HiCap Council, or other relevant online discussion pages and/or social media.
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.
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.
Section 6 – Public Participation
Regularly scheduled monthly meetings of the HiCap Council will be open to the public.
Members of the public who wish to attend and/or be on the agenda should notify the HiCap Council President prior to the meeting, and will introduce themselves at the beginning of the meeting. 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
Officers shall be elected annually by majority vote of the Directors of the HiCap Council during the first meeting of the newly elected board.
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
The President shall be a parent of a child receiving district highly capable education services.
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
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.
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 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.
All financial expenditures outside of the approved budget exceeding $20 require a passing vote of the Board for approval.
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.
