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Bylaws
ARTICLE I: NAME
The name of this association shall be the Charles County Family Day Care Association (CCFDCA), hereinafter referred to as CCFDCA.
ARTICLE II: GOALS AND PURPOSES
The goals and purposes of the CCFDCA shall be to:
Promote quality day care for all children.
Encourage growth and development of individual day care providers, initiate training courses, encourage members to take advantage of training offered by county, federal or state agencies and provide information on day care to members and to other groups and organizations.
Present programs of interest and value to day care providers.
Offer professional benefits such as: day care insurance, health care insurance, group purchases, etc.
Provide a source of information and communication network to its own members and to all other interested persons.
Review day care regulations and work for necessary changes.
To inform and educate county, state and federal legislators on relevant family day care issues.
Endeavor to increase and improve public awareness of Family Day Care Providers as professionals.
ARTICLE III: MEMBERSHIP AND DUES
All licensed providers and child care advocates shall be eligible for full membership.
Non-registered Family Day Care Providers, Parents and interested persons are eligible for associate memberships, receiving newsletters, eligible for workshops, but restricted to non-voting status and have no insurance benefits.
Family Day Care Providers residing outside Charles County are eligible for full membership.
Annual dues are $20.00 and cover one year from the month of enrollment. The amount of dues may be changes at any regular meeting by a 2/3 vote of those eligible members present and voting, provided that the amendment has been submitted to and approved by the board and presented to all members either by phone or written notification.
Membership shall be canceled if dues are not paid within one month of renewal date.
Associate members are eligible to receive the newsletter, attend workshops and classes and volunteer to serve as committee chairpersons, but are restricted from the following: participation in the HELPING HANDS referral network, group insurance, voting, and serving as an elected official of the CCFDCA.
Any membership may be revoked for just cause only upon unanimous vote of the executive board.
ARTICLE IV: EXECUTIVE BOARD
The officers of the CCFDCA and the Committee Chairs shall constitute the Executive Board. Representatives of the Family Day Care Unit of the Department of Social Services, the Health Department and the Office of Child Care Regulations and Licensing shall be non-voting advisors.
The Executive Board shall have general supervision of the affairs of the CCFDCA between its business meetings, fix the hour and place of meeting, make recommendations to the CCFDCA members, and shall perform such other duties as are specified in these bylaws.
Any Executive Board member desiring to resign from their position shall submit resignation in writing to the Executive Board which will appoint a replacement to serve out the remainder of the term of office.
Any member of the Executive Board may be relieved of duties for just cause only upon unanimous vote of the remainder of the Executive Board.
ARTICLE V: OFFICERS
The officers of the CCFDCA shall be a President, Vice President, Secretary, Treasurer, and the State Director. These officers shall perform the duties described by these bylaws and do their best to promote the healthy growth of the association.
The term of the office shall be one year. There shall be no limit to the terms served by an officer.
To be eligible for election to an office of the CCFDCA, a member must be 18 years of age and be an active member for the term of office.
The term of office shall begin at the close of the meeting at which the officers are elected. All relevant documentation and supplies must be turned over at this time.
ARTICLE VI: OFFICERS' JOB DESCRIPTIONS
The President: Responsible for everything the CCFDCA does or fails to do. Executes administrative oversight over the activities of the Vice President and other officers, co-signs all checks. Does not vote at board meetings, but approves all motions passed by the board. Can veto a motion, but may be overridden if 5 other officers vote to override. Preside at all meetings of the CCFDCA. Do all possible to promote the interest and growth of the association.
The Vice President: A voting member of the Board. Acts for President during his/her absence. Exercises administrative oversight over the below listed activities/committees and maintains all documentation necessary for the performance of these duties in an orderly fashion: fingerprinting; health insurance; press release; community affairs; membership; newsletter; elections; transitions; training; helping hands; and fundraising.
Secretary: A voting member of the Board. Assistant to the President. Keeps accurate notes and minutes of all meetings. Keep attendance records. Collect and disburse the mail and handle necessary mailings. Provide meetings minutes and attendance to Newsletter staff monthly. Maintains all documentation necessary for the performance of these duties in an orderly fashion.
Treasurer: A voting member of the Board. Collects all dues and monies. Keep accurate and orderly records. Responsible for Association bank account to include balancing bank statements, making deposits and paying bills and reimbursing expenses. Prepare and present status report at board and association meetings. Prepare quarterly statement for the association newsletter. Maintains all documentation necessary for the performance of these duties in an orderly fashion.
State Director: A voting member of the Board. Represents the CCFDCA at MSFDCA Quarterly meetings. Presents current state association status, as required, to the Board. Maintain all documentation necessary for the performance of these duties in an orderly fashion.
ARTICLE VII: COMMITTEES
There can be a Community Affairs Chair, Membership Chair, Helping Hands Coordinator, Training Coordinator, Election Coordinator, Transition Coordinator, Fundraising Coordinator, Fingerprint Coordinator, Newsletter Editor, Health Insurance Coordinator, Paid Advertising Coordinator, Press Secretary, Phone Tree Coordinator, and Welcome Committee Chair.
All Chairpersons shall be appointed by the President in consultation with the officers.
The term of the office shall begin when first appointed by the President and continues until annual elections.
Both full and associate members are eligible to be appointed a Chairperson. There is no limit to the number of terms a Chairperson may serve.
ARTICLE VIII: COMMITTEE CHAIRS' JOB DESCRIPTIONS
Membership Chair: Responsible for processing new member applications, renewals and recruiting new members. Maintain accurate member records including file copies of members licenses. Provide current list of members to the board monthly. Provide current list of full members to the Helping Hands Coordinator(s) monthly. Make best effort to welcome new members. Maintains all documentation necessary for the performance of these duties in an orderly fashion.
Helping Hands Coordinator(s): Responsible for all aspects of operating a child care referral service to include advertisement of service, maintenance of current and accurate files and actual referral of providers. Maintains all documentation necessary for the performance of these duties in an orderly fashion.
Training Coordinator: Schedules, supervises and provides documentation of all training events. Collect money for training and provides receipts. Maintains all documentation necessary for the performance of these duties in an orderly fashion.
Election Coordinator: Responsible for planning and conducting annual elections. Responsible for recruiting nominations, providing job descriptions to nominees, and ensuring that elections are fair and valid. Maintains all documentation necessary for the performance of these duties in an orderly fashion.
Transition Coordinator: Supervise the passing of authority after the annual elections. Must ensure that newly elected officers are familiar with their duties and have all the necessary tools and documentation that their office requires. Ensures that the financial records are transferred to the newly elected Treasurer and President and that the outgoing officers have their books of office and the books of their subordinates at the time of the transfer of authority. Maintains all documentation necessary for the performance of these duties in an orderly fashion.
Fundraising Chairperson: Responsible for the supervision of all fundraising projects undertaken by the CCFDCA. Must present all new fundraising idea to the board for approval and provides monthly updates on the status of current projects. Maintains all documentation necessary for the performance of these duties in an orderly fashion.
Fingerprinting Coordinator: Provides fingerprinting service for CCFDCA members and others. Must obtain all required state training and certification and maintain current during their tenure. Must maintain accurate and orderly documentation of training and any other information necessary for the performance of their duties. Maintains records of individuals fingerprinted, collects required fee for services provided to nonmembers and provides receipts for fees collected.
Newsletter Editor: Responsible for publishing newsletter on schedule. Coordinates with Secretary to ensure that the newsletter is disseminated rapidly. Ensures are paid advertisements are included in the newsletter. Maintains all documentation necessary for the performance of these duties in an orderly fashion.
Health Insurance Coordinator: Provides current and accurate information to members on MSFDCA Group Health Plan. Responsible for advertising the Health Plan. Maintains all documentation necessary for the performance of these duties in an orderly fashion.
Paid Advertising Coordinator: Solicits advertisement for the newsletter. Collects monies due for any such advertisement and provides receipts for all monies collected. Responsible for ensuring that advertisements are provided to the newsletter editor before newsletter deadline. Maintains all documentation necessary for the performance of these duties in an orderly fashion.
Press Secretary: Acts as liaison with the community. Responsible for press releases and public affairs activities designed to promote the CCFDCA and enhance the image of day care providers to the public. Responsible for maintaining orderly documentation of all information necessary for the performance of these duties.
Welcome Committee Chairperson: Supervises Welcome Committee. Designs and disseminates welcome packets. Responsible for creating a positive first impression of the CCFDCA in new members. Responsible for maintaining orderly documentation of all information necessary for the performance of these duties.
Phone Tree Coordinator: Maintains current member listing. Contacts all members regarding special/urgent issues.
ARTICLE IX: MEETINGS
The general meetings of the CCFDCA shall be held the fourth (4th) Wednesday of the month.
An annual meeting shall be held each June for the purpose of electing officers, selecting committee chairpersons, and for any other business that may arise.
Special meetings may be called by the President, a majority of the board, or by a written petition of at least 30 active members. Advance notice of at least one week shall be provided to all members either by phone or written notice for all special meetings. Only matters contained in the notice shall be addressed.
Ten percent of the members shall constitute a quorum.
ARTICLE X: GIFTS AND DONATIONS
All gifts/donations made to the CCFDCA shall become the property of the CCFDCA and dispersed or used only in accordance with the decision of the Executive Board.
ARTICLE XI: AUTHORITY
The CCFDCA shall be governed by these bylaws and the standing rules of the CCFDCA.
The latest edition of Roberts Rules of Order shall be the parliamentary authority for the CCFDCA on matters not governed by the bylaws and the standing rules.
At the election of members in a meeting or at the discretion of the meeting Chairperson if the members of a meeting do not object, a consensus process or a relaxed parliamentary procedure may be substituted for the parliamentary authority in the conduct of the meeting, except that all motions and decisions must be properly recorded and fully documented in accordance with the applicable parliamentary authority.
ARTICLE XII: AMENDMENTS TO BYLAWS
A two-thirds (2/3) vote of the active members present and voting at a general meeting shall be required for adoption of a proposed amendment, provided that the amendment has been submitted in writing and approved by the Executive Board.
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