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Approved by Finance & Policy Committee : date
Approved by Board of Directors : date
Approved by MHSA General Assembly : date
The name of this non-profit corporation shall be Minnesota Head Start Association Incorporated.
The Minnesota Head Start Association (MHSA) mission is to advocate for low-income families and inspire high standards of service for young children by providing innovative leadership and programs to help children, families, and communities reach their full potential.
The purpose of this corporation shall be:
1. To promote and advocate for family, child, and community welfare and child and family health and developmental services.
2. To be the sole and official Minnesota Head Start Association.
3. To conduct itself as an informed, respectful, and representative organization.
4. To receive all information pertinent to child and family development from local, county, state, regional, and national agencies and disseminate this information to the members of the Association.
5. To be effectively involved in planning, conducting, and evaluating of all in-service, career development, or any other training programs at the state, regional, and national levels concerned with child and family development.
6. To provide opportunities to share information and resources and seek solutions to enhance Head Start services.
7. To lend support to all members leading to the upgrading of Head Start in the State of Minnesota.
8. To prepare and support a legislative platform annually.
9. To develop close coordination, collaboration, and cooperation with all public and private organizations and businesses that concern themselves with child and family development.
10. To advocate and promote involvement of parents, friends/community representatives, staff, and directors within and beyond Head Start at the local, county, state, regional and federal level.
11. To offer support, coordination, and cooperation with other Head Start grantees and delegate agencies.
12. To promote opportunities for professional development of Head Start staff.
13. To enhance and maintain the philosophy and image of Head Start.
14. To provide opportunities for family growth and development.
Any Head Start director, parent, staff, friend/community representative or MinnCAP liaison with a demonstrated interest in Head Start consistent with the purpose of the association shall be eligible for membership. In order to have voting rights, a member must be sponsored by a local Head Start grantee or where otherwise designated by the by-laws.
2.1. Agency Membership - Any Head Start, Early Head Start, Migrant or Tribal Head Start program that is a current Minnesota grantee, and has paid MHSA dues, is considered a member of the association.
A. Director Affiliate - The person from a member agency responsible for administering the Head Start program or their alternate.
B. Staff Affiliate – The staff representative and their alternate must presently be a paid, employed staff member of a Head Start agency (excluding director) who has been elected/appointed by the agency.
C. Parent Affiliate - The parent representative and their alternate must be a current parent or guardian of a Head Start child (not currently employed by a Head Start program) or a parent or guardian currently serving as a member on the agency’s Policy Council who has been elected/appointed by their agency.
D. Friend/Community Representative Affiliate - The Friend/Community Representative is a person not directly associated with a Head Start program as a director, staff, or parent of a child currently enrolled in the program. This person is elected/appointed by an agency or the MHSA Board. A Friend/Community Representative may attend meetings of the other affiliates at the discretion of the affiliate chair.
2.2. MinnCAP Membership - MinnCAP liaison appointed by the Minnesota Community Action Association.
The number of voting members in each affiliate shall not exceed the number of dues paying Head Start Grantees.
Each agency can elect or appoint only one member to represent them in each of the following affiliates and that representative, or their alternate, has one vote in the respective affiliate and the general assembly. Voting by alternate is only allowable, when elected or appointed representative is absent.
Affiliate voting may be done virtually by polling, email, text, phone, video-conference, or mail-in. Results shall be documented and placed in the meeting minutes.
Prior to or before the beginning of the December annual meeting, each agency must submit to the MHSA Executive Director the contact information identifying the agency’s elected/appointed representatives and their alternates to MHSA. The form will be available on the MHSA Website and included in the mailings for the October and December meetings. It is the responsibility of each Head Start Agency to update this list during the year if changes become necessary. Changes must be made prior to the start of the meeting when a new member is expected to vote.
Only delegates appointed by a Head Start Agency or a board member will be eligible to vote in a general assembly. Voting by alternates is allowable only when the elected representative is absent.
General assembly voting may be done virtually by polling, email, text, phone, video conference, or mail-in. Results shall be documented and placed in the meeting minutes.
The Minnesota Head Start Association (MHSA) Mission is to advocate for low-income families and inspire high standards of service for young children by providing innovative leadership and programs to help children, families, and communities reach their full potential.
The following values guide the work of the Minnesota Head Start Association. All elected leaders and members will strive to apply these values. The Association will regularly review and update these values to reflect current priorities in our relationships with individual members, member agencies and our community partners.
Modeled after Team Values, The Management Assistance Program for Non-Profits, St. Paul, MN, 1997
There shall be one meeting in December of each year and it shall be called the annual meeting. The purpose of the annual meeting will be to accomplish the following:
The annual meeting shall be followed by a meeting of the newly elected Board of Directors, when time permits.
The Board will schedule quarterly meetings of the Association. The purpose of these meetings will be as follows:
In conjunction with regular meetings, opportunities can be made available for:
Regular meetings may be conducted in an electronic/virtual manner.
A. Board Meetings - A special meeting of the Board can be called by the Chair or by a written request from 1/3 of the voting Board members.
B. General Membership - A special meeting of the general membership can be called by the Chair of the Board or by a written request from 1/3 of the general membership. Notification is to be made by the Chair of the Board in writing to each member at least 10 days prior to the meeting. The date of this meeting must be set within 7 days for a time not less than 10 days from the date of the request and not more than 60 days from the date of the request.
C. Special meetings may be conducted in an electronic/virtual manner.
If action is to be taken, a quorum must be established. One-third of the voting membership (not attending member numbers) shall constitute a quorum.
Meetings shall be conducted in an orderly manner following the rules as adopted by the Association in the Members’ Code of Ethics (Article IV, Section 4).
The Board of Directors shall consist of five (5) representatives elected by the Director Affiliate, five (5) representatives elected by the Staff Affiliate, five (5) representatives elected by the Parent Affiliate, four (4) representatives elected by the Friend/Community Representative Affiliate, and one liaison representative appointed by the Minnesota Community Action Association. At least one designated position, in any affiliate is to be held by a Head Start Tribal Program. These positions must be held by dues-paid member agencies. The Board is not to exceed 20 voting members plus ex-officio members.
Ex-Officio non-voting Board membership is permitted at the discretion and determination of the Board.
The length of term shall be 2 years. Any member of the Board of Directors may succeed themself. Mid-term vacancies shall be filled by the affiliates in the manner prescribed by the affiliates.
A. Director - In each December of an odd year two (2) representatives are elected to the Board. In each December of an even year three (3) representatives are elected to the Board.
B. Staff - In each December of an odd year three (3) representatives are elected to the Board. In each December of an even year two (2) representatives are elected to the Board.
C. Parents - In each December elect a number of representatives to total five (5) members with a 2-year term option.
D. Friend/Community Representative – In each December elect a number of representatives to total four (4) members with a 2-year term option.
E. MinnCAP Liaison - This position will be appointed annually by the Minnesota Community Action Association.
F. Region V Representatives – Directors will elect a representative on the odd year of elections for a 2-year term. Staff will elect a representative on the even year of elections for a 2-year term. Parents and Friend/Community Representative will elect a representative every year for a 1-year term. All terms will begin during MHSA’s annual meeting in December to the following November 30.
The following members have been designated by the Board of Directors to be Ex-Officio members of the board.
A. The fiscal agent assigned to MHSA by the exclusive Business representative agency shall serve as an ex-officio non-voting member of the Board. This ensures better communications between the Business representative and the MHSA Board of Directors and Association.
B. Region V Representative that has not been elected to the Board of Directors through the affiliate process shall serve as an ex-officio non-voting member of the Board, and elected annually.
C. Membership/Training Coordinator shall be in charge of the Annual Directory, Billing of the Dues, Scheduling/coordinating/billing of any membership trainings. Assist the Parent Affiliate at Quarterly Meetings. Explore and recommend MHSA fundraising opportunities
through the Finance & Policy Committee.
D. Transition Coordinator that has not been elected to the Board of Directors through the affiliate process shall serve as an ex-officio non-voting member of the Board, elected as needed.
E. Ex-Officio non-voting Board membership is permitted at the discretion and determination of the Board.
The responsibilities of the Board of Directors shall be:
The Board of Directors will hold monthly meetings to transact business between scheduled MHSA meetings. If necessary, as determined by the Board Chair, a board meeting and/or vote may be done in an electronic/virtual manner.
Board members must be committed to these duties. Two consecutive unexcused absences result in resignation from the MHSA Board of Directors.
Board members must abide by the MHSA Whistleblower Policy and abide by and annually sign the MHSA Conflict of Interest Policy.
If action is to be taken, a quorum must be established. More than one-third of the voting board members shall constitute a quorum. (7 = need an odd number for no ties)
The Executive Director of the MHSA shall be a salaried employee. An annual review by the MHSA Board will stipulate salary amount, mileage reimbursement, vacation time, and other items specific to the current year. Does this need to be changed?
The Executive Director has signing authority for MHSA, in accordance with the approved annual budget or special board approval of other/additional expenses.
The Executive Director of MHSA has no voting privileges on the board or in the general assembly.
The Executive Director must abide by the MHSA Whistleblower Policy and abide by and annually sign the MHSA Conflict of Interest Policy.
The Executive Director oversees the publication of an annual directory prepared by the Membership/Training Coordinator.
Officers of the Association must be members of the Board of Directors elected from the Parent, Friend/Community Representative, Staff or Director Affiliate. Officers shall be elected by majority vote of the Board of Directors, to include: Chair, First and Second Vice-Chairs, Secretary, Treasurer and such other officers as determined by the Board. The members and officers of the MHSA Board of Directors must have a signed letter of support from their agency. The form will be available on the MHSA website and included in the mailings for the October & December meetings. The members and officers of the MHSA Board of Directors will be installed at the January Board of Directors meeting, and presented to the association at the following MHSA quarterly meeting.
The length of term shall be for one (1) year or until successors are elected and qualified. Any officers may succeed themselves. These officers shall make up the Executive Committee of the Association.
Chair: The Chair shall serve as the Chair of the corporation and preside at the meeting of the membership and of the Board of Directors. They shall sign on behalf of the organization all deeds and other formal instruments and shall perform such other duties as may arise from time to time as these by-laws and the Board may authorize. The Chair is responsible for appointing a Compliance Officer. The Chair will appoint a Transition Coordinator when necessary.
Vice-Chair, First and Second: In the absence of the Chair or in the event of the Chair’s inability or refusal to act, the First Vice-Chair shall perform the duties of the Chair, subject to the direction and control of the Board and have such other powers as the Board of Directors may determine from time to time. The Second Vice-Chair shall do the same in the absence of the First Vice-Chair.
The Chair will designate the First or Second Vice-Chair as the Compliance Officer. The Compliance Officer is responsible for investigating and resolving all employee complaints and allegations concerning violations of the Principles and/or Code.
Secretary: The Secretary shall keep the minutes of all meetings of the organization.
Treasurer: The Treasurer shall approve and monitor have charge of the funds of the organization and maintain full and accurate accounts of all receipts and disbursements. (and submit a written report at each meeting.(Will Dana do this?) The Treasurer shall keep a file of all pertinent information to assist the Board of Directors in governing the MHSA.
Affiliates are governed by MHSA by-laws. The role of the affiliates is:
A. Each Affiliate shall have at least one meeting per year for the purpose of information sharing and identifying issues that will be carried forward to the general assembly. This meeting will coincide with the Annual Membership meeting. The Affiliate Chair may schedule regular meetings for the Affiliate that will meet in conjunction with MHSA regular meetings. A special meeting may be called by the chair or by the written request of ten (10) members in good standing. Notification of the meeting shall be made to each member ten days prior to the meeting.
B. Voting members are those members who have been elected or appointed by their agencies.
C. Each Affiliate must elect a Chair and a Secretary for recording meeting actions. These positions shall be elected by a simple majority vote.
D. Each Affiliate, at the annual meeting, must elect the number of Representatives to sit on the MHSA Board of Directors as stipulated in Article VII, Section 1.
E. The Director, Staff, and Parent Affiliates must elect a Delegate to represent Minnesota on the Region V Board of the National Head Start Association. Nominees for Regional Board Representative must be supported fiscally by their respective agency and the agency must be willing to incur all Regional Board expenses until MHSA can reimburse the agency for allowable expenses, to a maximum amount determined by the Board of Directors. (See Article VII, Section 2F, Terms)
F. Any Friend/Community Representative Affiliate elected to the MHSA Board of Directors or the Region V Board of Directors shall be elected through the Director’s Affiliate. The nominee may must be supported by their respective Head Start agency and the agency must be willing to incur all expenses for the Friend/Community Representative Affiliate to attend the Region V Board meetings. MHSA may reimburse the agency for allowable expenses to a maximum amount determined by the MHSA Board of Directors as budget allows. (See Article VII, Section 2F, Terms)
G. All Affiliates are responsible for providing a written report to the organization.
Local programs and the affiliates are responsible for training new members on an “as needed” basis.
Orientation is conducted in coordination with MHSA meetings by the staff affiliate. One hour of new member training will be offered before the general session when possible. Directors are responsible to inform staff affiliate of new members.
Work groups will be appointed by the affiliate chair, when needed, to accomplish the goals of the MHSA. The work groups are advisory in nature and will have their report written into the minutes. Work groups will be chosen, as much as possible, to reflect the regional composition of the organization.
The executive committee shall be comprised of the five officers of the Board. This committee shall conduct business between meetings of the Board with full authority of the Board.
The Transition Committee is formed by the Transition Coordinator when any position needs to be filled. The Transition Committee shall be responsible for candidate search and hiring process for any open positions. The Transition Coordinator shall inform the Executive Committee/Board of any/all transition progress as necessary.
1. Professional Development – This committee shall be comprised of representatives of each affiliate as determined by their affiliate. All component areas should be represented among the membership. The purpose of this committee is to:
2. Public Policy Advocacy & Family Voice - This committee shall be comprised of representatives from each affiliate as determined by their affiliate. All component areas should be represented among the membership. These representatives shall be members of CAP and non-CAP Head Start agencies and tribal programs. The purpose of this committee is to:
3. Finance and Policy – This committee shall be comprised of representatives of each affiliate as determined by their affiliate. All component areas should be represented among the membership. The purpose of this committee is to:
4. Scholarships and Awards – This committee shall be comprised of representatives of each affiliate as determined by their affiliate. All component areas should be represented among the membership. The purpose of this committee is to:
5. Data/Outcomes – This committee shall be comprised of representatives of each affiliate as determined by their affiliate. All component areas should be represented among the membership. The purpose of this committee is to:
All committees have authority to perform the outlined duties and are accountable to the MHSA membership and its Board of Directors.
Committee vacancies will be filled by the Chair of the appropriate affiliate.
If necessary, as determined by the Chair of any standing committee, a meeting or a vote may be done in an electronic/virtual manner.
The Chair of any standing committee may appoint additional non-voting members for the purpose of fulfilling committee duties or providing additional support.
All committees are responsible for providing a written report to the organization.
All committees are responsible for training the newly elected committee to facilitate a smooth transition.
Other committees shall be appointed by the Board, as the need arises.
The function of special committees shall be to complete the assigned and agreed upon activities as contained in the work plan. The Chair of the Board organization shall appoint a Chair for each special committee
Subsequent to a minimum of 10 days written notice, the by-laws of the Association may be amended by a 2/3 majority vote of the voting general membership present and voting at any meeting of the full Association.
Proposed amendments may be presented to the Association by Association members or by the Board of Directors.
The Board of Directors, upon a 2/3 majority vote, have the authority to amend the by-laws as necessary to meet any changes in legal requirements or as authorized by the Association.
Articles of Incorporation shall be amended in the same manner as the By-Laws. When an amendment has been adopted, the Chair or a Vice-Chair and the Secretary shall execute and acknowledge Articles of Amendment, which shall set forth the amendment and the matter of its adoption. The Articles of Amendment shall be filed for record with the Secretary of State.