Dear SCSHSA Member: Jessica – Beaufort/Jasper EOC HS
Sarita Williams – Aiken/Barnwell HS
Thank you for becoming a member of Wanda Davis – SCHS Collaboration
the South Carolina State Head Start Office
Association. SCSHSA is growing and ARTICLE I: NAME
well on its way to shaping the future of
Head Start in South Carolina. Our The name of the Association shall be
focus is on issues and advocacy to the South Carolina State Head Start
ensure high quality comprehensive Association Inc.
SOUTH CAROLINA STATE service delivery for every eligible child
HEAD START ASSOCIATION, and family in South Carolina. ARTICLE II: PURPOSE
This booklet contains the Association’s The purpose of the S.C. State Head
GENERAL BY-LAWS bylaws outlining the purpose, Start Association Inc. shall be to
(Adopted: 1998 – Revised: 2006) organizational structure, and mode of provide a state forum through which
operation for SCSHSA. As you review Head Start Staff; Parents, Friends and
the bylaws, plan to become an active, Directors receive and act upon
involved and responsive member of the information to be used for professional,
“Investing in Our Future… One SCSHSA. statistical, and technical assistance
Child at a Time” concerning child and family
We are counting on you. Thank You. development.
Sincerely, ARTICLE III: QUORUM
South Carolina State Head Start Evelyn Patterson, SCSHSA President
Association, Inc. A quorum shall be 1/3 of the active
P.O. Box 81 SCSHSA Bylaws Committee: membership present at any regular or
Columbia, South Carolina 29201 called meeting.
Jerome Thompson - Chairperson
Evelyn Patterson – Darlington Co. ARTICLE IV: MEMBERSHIP &
CAA HS DUES STRUCTURE
Deloris LeGrant – Sumter #17 EHS
James McLaughlin – Pee Dee CAP HS Section 1. Membership in the South
Cedric Kirkmam – Wateree CAA HS Carolina State Head Start Association
Inc. shall be open to each Head Start ii. 6. Staff and others can serve/be elected
Project Directors, Staff, Parents, Section 4. Members shall have the into other positions. (vice-president,
Friends, Volunteers and Corporations. following rights and responsibilities: treasurer, secretary and parliamentarian)
Section 2. Individual Program 1. To receive information iv. 7. To be eligible for appointment to
membership in the Association is pertinent to the maintenance, membership on Standing or Ad Hoc
based upon the programs funded development and activities of Committees.
enrollment. the Association through their v.
a. 1 – 400 children = $400.00 agency and the SC CAP Office.vi. 8. To participate in an annual Association
b. 401 - 800 children = $800.00 Self-Assessment.
c. 801 - 1200 children = $1,200.00 2. To receive written vii.
d. 1201 – 2,400 children = $1,600.00 notices of meetings of the viii. Section 5. Non-Members shall not have
e. 2,401(+) children = $2,000.00 Association through the SC the rights of a member.
f. State Collaboration Office = CAP Office.
$250.00 ARTICLE V: EXECUTIVE
g. Corporate Sponsors = $250.00 3. To receive a synopsis of COMMITTEE
h. Migrant Head Start Programs - the minutes of all regular and
$250.00 special meetings of the Section 1. The Executive Committee
Association and Executive shall be comprised of the Officers of
Section 2-B. Individual Membership Committee. each Affiliate (i.e., Head Start
dues are based upon the following dues Directors, Staff, Parents and Friends)
structure. 4. To have available, upon
a. Head Start Director =$25.00 request, a completed copy of the Section 2. The Executive Committee
b. Executive Director = $10.00 minutes. shall meet quarterly or more often as
c. Staff = $5.00 needed.
d. Friend = $5.00 5. To be eligible for
e. Parent = $3.00 election to the Executive Section 3. Special meetings of the
f. Community Volunteer = $3.00 Committee, or serve as an Executive Committee may be called by
Officer of the Association. the President.
Section 3. Annual Membership dues
in the Association shall be from spring i. HS Director can ONLY serve as the Section 4. The property and business
conference to spring conference of the Association President. of the Association shall be managed
following year. and the policies of the Association shall
be set by the Executive Committee. and resolutions of the Executive President or by the Executive
Executive Committee members shall Committee is carried into effect. The Committee through the President. All
make every effort to assure that their President shall always be an active Original minutes shall remain on file at
constituents are knowledgeable of representative of the Head Start the SC CAP Association Office in a
pending policy decisions and have Director’s Affiliate, Region IV Board, designated file cabinet assigned to the
opportunity to make input into the and can serve more than four years or Association.
development of such policies. at the discretion of the Association.
DUTIES OF TREASURER
Section 5. An Annual Self- DUTIES OF VICE-PRESIDENT
Assessment will be conducted by the The Treasurer shall have custody of all
Executive Committee of the In the absence of the President or in the funds and securities belonging to the
Association. inability or refusal to act, the Vice- Association and shall receive, deposit
President, unless otherwise determined or disburse the same under the direction
ARTICLE VI: OFFICERS by the Executive Committee, shall of the President and or Executive
perform the duties of the President, and Committee. He/She shall keep full and
Section 1. The Officers of the when so acting shall have all the accurate accounts of the finances of the
Association shall be a President, Vice powers of and be subject to all the Association. He/She shall cause a true
President, Secretary, Treasurer, and restrictions upon the President. statement of the assets and liabilities of
Parliamentarian. The Officers shall be the Association as of the close of each
charged with those duties, which DUTIES OF SECRETARY fiscal year, all in reasonable details, to
usually are assigned to such officers. be made and filed at the SC CAP
All Officers MUST be an active The Secretary shall keep accurate Association Office. Copies of the
member of both the State & Regional records of the acts of the Association financial report shall be distributed to
Associations and their Programs MUST and the Executive Committee. He/She all member agencies and individual
be members of both Associations to shall give notices required by law and members present at the Association’s
serve locally. by these bylaws. He/She shall Quarterly Meetings.
maintain a current record of the names
DUTIES OF PRESIDENT and addresses of the Offices of the DUTIES OF PARLIAMENATRIAN
Association and Affiliates. He/shall in
The President shall be the Chief general perform all duties incident to The Parliamentarian shall be
Executive Officer of the Association, the office of the Secretary and such responsible for maintaining order
shall serve as Chair of the Executive other duties as shall be assigned to during all meetings in accordance with
Committee and shall see that all orders him/her from time to time by the Robert’s Rule of Order.
period from the time of appointment to Guidelines” to the Executive
Section 2. The Officers of the the next annual meeting of the Committee by the end of July.
Association are elected by members Association and shall be regarded as a
of the Association, which should be an partial term of office. Standing Committees are as
Officer of an Affiliate. follows; Bylaws, Membership,
ARTICLE VII: STANDING Fundraising, Budget & Finance,
Section 3. A slate of New Officers COMMITTEES Fatherhood, Health Network, and
are presented by the Executive Transportation
Committee and approved by members The Executive Committee, by
of the Association. resolution adopted by a majority of
the members of the Association, Section 1. By-Laws Committee
Section 4. The Officers shall assume may designate and appoint one or
their duties & responsibilities from the more committees, each of which The by-laws committee shall
day of election and have until June to shall include one or more members review and amend the by-laws as
complete the transition, during this of the Association (Director, Staff, needed yearly.
period, the new officers will assume Parent, and Friend) and one or more
voting privileges. members of the Executive All amendments shall have at least
Committee. but not limited to three readings by
Section 5. The Officers shall serve for the Association before being passed
a term not to exceed four years, except All members of Standing and adopted.
for the President. Committees must be active
members of the Association. The Executive Committee and
Section 6. After the Annual Meeting President shall ensure the by-laws
all official documents shall be turned The Committees may have and and procedures are being followed.
over to new Officers within two weeks. exercise authority designated by the
Executive Committee in carrying Section 2. Membership Committee
Section 7. VACANCIES out their tasks as long as they
comply with the bylaws and This committee will solicit
Vacancies in any Office of the procedures. membership into the Association
Association shall be filled by the through the Head Start Programs
Executive Committee. A term of office Each Committee Chair will submit (i.e., staff, parent, friends,
in cases where a person is appointed by a one-page “Plan of Action” and community partners, volunteers,
the Executive Committee shall be the develop written “Procedural corporate, etc.).
Shall work together to ensure
In August of each year, the The budget and finance committee Programs are aware of statewide
membership committee will shall work closely with the transportation issues and efforts.
implement our Membership Association’s Treasurer to ensure
Campaign”, using flyers, post the financial accountability and ARTICLE VIII: AFFILIATES
cards, letters, etc. This campaign is procedures are closely followed and
ongoing. in place. Section 1. All Affiliates shall abide by
the By-Laws set forth by the
The Committee will work closely The committee shall review and Association. Affiliates shall meet in
with the State CAP Office to store monitor all expenditure reports. conjunction with the Association’s
Membership information in a Data quarterly meetings or when necessary
Base System. All collected funds The Treasurer will distribute and shall be comprised of active
are forwarded to the State CAP quarterly reports at Association individual members and Head Start
Office to the Association’s meetings. Programs. Affiliate Committees shall
Treasurer for “immediate” deposit. be named as follows: Head Start
An Annual membership roster will All distribution of funds MUST Director’s, Staff, Parents, and Friends.
be listed in the Association’s have approval and signature of the
Annual Report. President. Section 2. Affiliate meetings shall be
conducted in such a manner as The
Section 3. Fund-raising Committee Section 5. Fatherhood Network Executive Committee shall determine,
provided that accurate records/minutes
The fund-raising committee shall Encourage male involvement on the of all meetings of each affiliate shall be
coordinate and implement activities State level. presented to the Association and
that will bring revenue for the good submitted to the Secretary at the close
of the Association. Section 6. Health Network of the Association Quarterly meeting or
as necessary by the Affiliate
All raised funds are forwarded to Shall work together to enhance and Secretary/President.
the Association’s Treasurer within strengthen collaborative efforts as
ten working days for “immediate” pertain to health & wellness issues Section 3. Affiliates shall adhere to
deposit. for children, families and staff. the mission and vision of the
Association when conducting all
Section 4. Budget and Finance Section 7. Transportation Committee business.
ARTICLE IX: REGION IV BOARD Board Member for the year. The Executive Committee may
APPOINTMENTS Stipends will ONLY be based on authorize the President to enter into
the availability of funds through the any contract or execute and deliver
Representatives to the Region IV Association. any instrument in the name and on
Head Start Association Board from behalf of the Association, and such
the Association will consist of the Written approval to be elected and authority may be general or
following nine individuals: (1) State serve as an Officer of an Affiliate confined to specific instances as
Association President, (2) Head must be obtained from the defined by the Executive
Start Directors, (2) Staff, (2) Program’s Head Start Director prior Committee.
Parents and (2) Friends certified by to election.
State President to serve on the Section 2. Loans
Region IV Board. Programs must provide financial
support for program No loans shall be contracted on
Each Board membership presents representative(s) to attend meetings behalf of the Association and no
Officers (President & Vice evidence of indebtedness shall be
President) of each Association Affiliate Officers shall alternate issued in the name unless
Affiliate Committee. meetings, unless represented authorized by a resolution of the
program pays for full travel. Executive Committee. Such
Members will serve a term of two- authority may be general or
years. Representatives to the Region IV Head confined to specific instances as
Start Association Board can also defined by the Executive
Elected Board Members are asked consist of members “elected” by the Committee.
to attend at least four quarterly Region IV Head Start Association
meetings but not less than two. President. These slots are not inclusive Section 3. Checks & Drafts
of the above nine slots, nor is travel
The Association will only provide provided. All checks, drafts or other orders
full travel for the expenses of the for the payment of money, issued in
Association President. ARTICLE X: CONTRACTS, the name of the Association, shall
LOANS, CHECKS, AND be signed by the Association’s
The Association will allot a DEPOSITS Treasurer, as authorized by the
maximum stipend of $200.00 per Association’s President by way of
Board Member/per quarterly Section 1. Contracts an authorized payment voucher.
meeting, not to exceed $800.00 per
Section 4. Deposits against all cost and expense reasonably
incurred by or imposed upon him/her in ARTICLE XII: ANNUAL
All funds of the Association shall connection with any action, suit, or MEETINGS
be deposited immediately to the proceeding in which he/she may be
credit of the Association. involved by reason of him/her being or The Annual Meeting of the
having been a Director, Officer, or Association shall be held each year
Agent. The foregoing right of on a month and specific days to be
indemnification shall not be exclusive selected by the Joint Planning
Section 5. Bonds of other rights to which any such Committee.
Director, Officer, or Agent may be
The Executive Committee may by entitled as a matter of law. The Joint Planning Committee
resolution require the President and consists of the following
Treasurer of the Association to give Section 2. Insurance Associations; Head Start, SCCAP,
bond to the Association, with and SC CAP Directors and the
sufficient sureties, conditioned on The South Carolina State Head Start Collaboration Office and SCCAP
the faithful performance of the Association, Inc. shall have the power Office staff.
duties of his/her respective office or to purchase liability insurance on
portion, and to comply with such behalf of the current Executive ARTICLE XIII: RULES
other conditions as may be required Committee and any such person who is
from time to time by the executive currently an Officer of the South Robert’s Rules of Order shall be held
Committee. The premiums for such Carolina State Head Start Association, as the Parliamentary authority of S.C.
bonds shall be paid by the Inc. Head Start Association.
Association. (If there is coverage).
Section 3. Auditor ARTICLE XVI: AMENDMENTS
ARTICLE XI: GENERAL
PROVISIONS A Certified/Non-Certified Public These By-Laws may also be altered,
Accountant or Fiscal Specialist shall be amended, added to, or repealed at any
Section1. Generally contracted to audit the records of the Mid Fall and or Annual Meeting of the
Association annually or at times as the Association by an affirmative vote of
The South Carolina State Head Start Executive Committee may deem 2/3 of active members present, who are
Association Inc. shall indemnify each advisable. The audit report shall be voting, provided notice of such change
Director, Officer, or Agent to the open to inspection by any member of shall have been circulated to the
maximum extent permitted by law the Association. membership in writing at least thirty
(30) days prior to the meeting. The By-
Laws Committee shall present all
amendments to the Executive
Committee prior to presentation to the
over-all Association. The amendments
shall become effective at the close of
the Mid-Fall and or Annual Meetings.
The By-Laws shall have three readings
prior to adoption.
Adopted and approved by the
Association this 7th day of December,
Reading I – September 28, 2006
Reading II – October 27, 2006
Reading III – November 10, 2006