North Carolina Deaf-Blind Associates (NCDBA)

ByLaws and Mission Statement

Approved March 2015


MISSION STATEMENT

The mission of the North Carolina Deaf-Blind Associates is to advocate for the needs and rights of individuals who are Deaf-Blind and to enable individuals who are Deaf-Blind to achieve their maximum potential by being independent and productive in the mainstream as citizens of the state of North Carolina.


ARTICLE 1: Name

Section 1

This organization shall be called the “North Carolina Deaf-Blind Associates”, and incorporated under the laws of the state of North Carolina, hereafter referred to as NCDBA.


ARTICLE 2: Purpose

Section 1

NCDBA shall be a non-profit, beneficial society organized for the purpose of advocating for the rights and needs of individuals who are Deaf-Blind, advancing the economic, educational, and social welfare of individuals who are Deaf-Blind and for the purpose of improving the quality of lives of individuals who are Deaf-Blind.


ARTICLE 3: Membership

Section 1

NCDBA shall consist of six (6) categories of membership, as follows:

  1. Active
  2. Associate
  3. Honorary
  4. Lifetime
  5. Friends of NCDBA
  6. Organizational

There are Voting Members and Non-Voting Members which are listed below:

a. Voting members:

  • Active
  • Associate
  • Honorary
  • Lifetime

b. Non-Voting members:

  • Friends of NCDBA
  • Organizational

Eligibility:

Section 2: Voting members

  1. Active member: Any Deaf-Blind individual who is a resident of North Carolina.
  2. Associate member: Any individual who is not Deaf-Blind and who has an active interest in supporting the purposes and activities of NCDBA and who is a resident of North Carolina.
  3. Honorary member: Any individual who has made significant contributions to NCDBA and the Deaf-Blind community and who is a resident of North Carolina.  The Honorary membership may be conferred by a unanimous vote of the Board of Directors.
  4. Lifetime member: Any Active or Associate member who pays a lifetime membership due as set by the general membership.

Non-Voting members

  1. Friends of NCDBA: Any individual who supports the mission and activities of NCDBA.
  2. Organizational membership: This includes any business, enterprise, institution, organization, club, or group which supports the mission of NCDBA.

Section 3: Voting Rights

Each voting member shall be entitled to one (1) vote in general membership meetings, referenda, and elections.

Section 4: Termination of Membership

  1. Suspension or expulsion for cause.
  2. Non-payment of dues within 90 days of due date after notice from the membership committee.

Section 5: Reinstatement

  1. Reinstatement following suspension or expulsion for cause. A former member may be reinstated if approved by a 2/3 vote of the Board of Directors and after payment of membership dues.
  2. Reinstatement following termination for non-payment of dues. A former member will be reinstated upon payment of dues.

ARTICLE 4: Dues

Section 1

The annual dues for members shall be determined by the general membership.


ARTICLE 5: Officers

Section 1

The board of officers of the NCDBA shall be a President, First Vice President, Second Vice President, Secretary, and Treasurer.

Section 2

Candidates for the positions of President and First Vice President must have at least one year of experience on the NCDBA Board prior to being eligible for either office.


ARTICLE 6: Board of Directors

Section 1

The Board of Directors shall consist of seven (7) elected officers (President, First Vice President, Second Vice President, Secretary and two (3) elected Members-At-Large.  Treasurer will be appointed by the President and approved by the Board.

Section 2

The term of office shall be two (2) years for all officers.  Members-At-Large shall serve terms of two (2) years each except that one (1) Member-At-Large will be elected on alternating years.  {Term of two years means each elected officer will serve two years and at the end of the two year term they may re-run for office with no limits on the number of years they serve.}

Section 3

Elections of the Board of Directors shall be by written ballot at the general membership meeting.

Section 4

The President, First Vice President, Second Vice President and one (1) Member-At-Large shall be Deaf-Blind.

Section 5

Each officer shall be sworn in using the following as the oath of office:

Oath: "I solemnly promise to observe and uphold the Bylaws of the NCDBA and to perform the duties of my office to the best of my ability so help me God."

Section 6

The Board shall assume the general management of the NCDBA during the time the NCDBA is not in session.

Section 7

The Board of Directors shall have the power to suspend any Board member for valid reasons.  A vote for suspension by a three-fourth (3/4) majority of the remainder of the Board of Directors is required for suspension.  Any suspended officer has a right to appeal to the general membership.


ARTICLE 7: Duties of Officers

 Section 1: The President

  1. shall preside at all meetings of the Board of Directors and general membership of NCDBA.
  2. shall have the power to appoint standing and other committees.
  3. shall perform all other duties normally associated with the office of the President.
  4. shall appoint a parliamentarian at the beginning of general meetings or meetings of the Board of Directors as needed. The parliamentarian shall act in accordance with the principles outlined in ROBERT’S RULES OF ORDER.

Section 2: The First Vice President

  1. shall assume the duties of the President in his/her absence.

Section 3: The Second Vice President

  1. shall assume the duties of the First Vice President when he/she is unable to perform duties of the office.
  2. shall oversee committees.

Section 4: The Secretary

  1. shall keep a record of the proceedings of the NCDBA at its various meetings and prepare them for distribution as may be directed by the NCDBA Board.
  2. post (have available) minutes of all meetings (3) three weeks before the next meeting. All minutes shall be dated.

Section 5: The Treasurer

  1. shall have accounting or non-profit background to be able to perform the record keeping as required by IRS and will be an appointed Board Member rather than an elected Board Member. Treasurer will be appointed by the President and approved by the Board.
  2. shall receive and deposit in an approved bank all NCDBA monies.
  3. shall keep an accurate, verifiable account of all NCDBA monies received and disbursed and will make a formal written report at Board meetings.
  4. shall pay bills of NCDBA.
  5. shall work with the NCDBA CPA to file IRS required forms as needed in order to retain the 501-3c status for a non-profit.
  6. shall be bonded, at the discretion of the Board of Directors, for an appropriate amount.
  7. any disbursements of NCDBA monies must be made by check or debit card as needed.
  8. shall be responsible for preparing the documentation of all financial transactions, to keep this documentation current and ready to be viewed by the Board of Directors, general membership and/or an auditing committee at any given time as deemed necessary by the President and/or Board of Directors.

Section 6: Members-At-Large

A minimum of one (1) Member-At-Large must be Deaf-Blind.

  1. shall perform all the duties and functions that are determined by the President.

ARTICLE 8: Committees

Section 1: Nominations and Elections Committee

It will be the duty of the committee to solicit nominations and conduct elections in accord with these Bylaws.  Soliciting of nominations will begin at least three (3) months before the month of the conference.  At the beginning of the conference the Nominating Committee shall present a slate of names it proposes for each office.  Nominations will be accepted for the floor.

Section 2: Bylaws Committee

  1. There shall be a Bylaws Committee chairperson appointed by the Board at the first board meeting following the conference.
  2. The Bylaws committee chairperson will select committee members based on the approval of the Board of Directors.
  3. The Bylaws committee will be responsible for collecting them into an appropriate form, reviewing the suggested changes, and recommending to adopt or to not adopt to the general membership during a general meeting.

Section 3: The John C. Washington Endowment Committee

  • Endowment committee will consist of (5) five members:
  1. Two (2) permanent positions: NCDBA Treasurer and one other NCDBA Board Member.
  2. Three (3) members serving three-year terms.
  • Endowment committee  
  1. Will be appointed by the President and approved by the Board of Directors.
  2. Will select a chairperson annually.
  3. Will serve as the liaison between the NCDBA and the North Carolina Community Foundation.
  4. Will ensure the original intent of the fund is followed.
  5. Will oversee the administration of the Endowment program and report all financial information to the NCDBA Board so the Treasurer can file all tax information as required by law on a timely basis.
  6. All minutes must be given to NCDBA Board at each Board meeting.

Section 4: The Membership Committee

  1. Will keep an accurate list of current members.
  2. Three (3) members serving three-year terms.
  3. Will be responsible for updating of membership on a regular basis.
  4. Will be responsible for coordinating the financial aspects of membership fee collection with the Treasurer.
  5. Will coordinate efforts with the Nomination and Elections Committee, the newsletter, and other committees as appropriate.
  6. Will be responsible for providing members with necessary information.
  7. All minutes must be given to NCDBA Board at each Board meeting.

Section 5: Ad Hoc Committees

  • North Carolina Deaf-Blind Associates (NCDBA) established policy to members of Ad hoc committees.  Ad Hoc committee members are an individual or a group of volunteers appointed by the Committee Chairperson to carry out a particular task.  For example, Transportation committee and Activities committee are called Ad Hoc.  Terms will be determined by the Board.
  1. All members are appointed by Committee Chairperson.
  2. All chairpersons will be responsible for fundraising for their committees.
  3. All minutes must be given to NCDBA Board at each Board meeting.

Section 6: The Camp Dogwood Committee

  • The Camp Dogwood Committee will consist of (5) five members:
  1. Two (2) permanent positions: NCDBA Treasurer and one other NCDBA Board Member.
  2. Three (3) members serving three-year terms.
  3. Will be appointed by the President and approved by the Board of Directors.
  4. Will select a chairperson annually.
  5. Serve as the liaison between the NCDBA and the Lions Club for Camp.
  6. Ensure the original intent of camp is followed.
  7. Oversee the administration of the Camp Dogwood Committee and report all financial information to the NCDBA Board so the Treasurer can file all tax information as required by law.
  8. All minutes must be given to NCDBA Board at each Board meeting.

 Section 7: The SSP Committee

  1. Two (2) permanent positions: NCDBA Treasurer and one other NCDBA Board     Member.
  2. Seven (7) members serving three-year terms.
  3. The SSP Committee will be appointed by the President and approved by the             Board of Directors.
  4. Will select a chairperson annually.
  5. Will ensure the original intent of the committee is followed.
  6. Will oversee the administration of the SSP Committee and report all financial information to the NCDBA Board so the Treasurer can file all tax information as required by law.
  7. All minutes must be given to NCDBA Board at each Board meeting.

 Other Committees:

The President shall be responsible for setting up other committees and established committees with the approval by the Board of Directors.


ARTICLE9: Quorums

Section 1

A quorum of the Board of Directors shall consist of at least two-thirds (2/3) of the Board.

Section 2

A quorum for meetings of the general membership shall consist of at least one-half of the members registered and in attendance for the meeting (e.g., conference).


ARTICLE 10: Amendments

Section 1

The Bylaws or Constitution of the NCDBA may be amended only in accordance with the procedures as set forth in Section 2, Article IX.  All Bylaws, Revised Bylaws, and Proposed Bylaws shall be labeled and dated.


ARTICLe 11: Parliamentary Authority

Section 1

The proceedings of the NCDBA shall be conducted in accordance with the principles set forth in ROBERT’S RULES OF ORDER, in ways that protect the right to full participation and to have full information by all members.


ARTICLE 12: Meetings

Section 1: Board Meetings

A meeting of the Board of Directors shall be held at least four times a year.

Section 2: Conferences

The NCDBA Conference will be held every year in which the annual meeting of the general membership of NCDBA shall also be held.

Section 3: Online Voting Policy

When the motion is posted on the NCDBA Yahoo Board, it is your responsibility to read the motion carefully.

You have seven days to render your vote.  You have option to vote “Yes” or “No” on the motion.  Once you decided what to vote, you need to reply to the message the motion is posted.

Anytime NCDBA officer did not vote over seven days, this officer vote will be considered as absentee vote.  Majority vote based on quorums will be considered as an official vote.


ARTICLE 13: Dissolution

Section 1

In the event of the dissolution of the NCDBA, the assets of the organization shall be turned over to the North Carolina Lions Association, for the purpose of being used for the welfare of Deaf-Blind persons.


ARTICLE 14: NCDBA Policy

Fundraising Expenses Policy

Section 1

The Board of Directors (called “The Board”) hereafter will have the authority to govern all activities, fundraising events and expenditures of the organization.  Any expenditures of the organization funds between regularly scheduled organization meetings will required a 3/5 majority approval of the voting Board of Directors.

Administrative and fundraising expenses are to be fair, reasonable, documented, and disclosed to ensure that the maximum level of resources are devoted to the mission-based purposes of this organization.

All Committee Chairpersons must submit a voucher requesting the funds with a detailed bulleted list explaining, in detail, what the funds will be used for and what return on investment, goals and/or outcome will result in the use of these funds.

The President of the Board of Directors can approve expenditures for up to, but not to exceed $200 without approval of the board, subject to review by the board at the next regularly scheduled board meeting.

This is not met be a rigid or inflexible rule, rather allowing the board to carry out its principal duties of fiduciary and fiscal responsibility.

These NCDBA Bylaws were passed by the general membership and went into effect on March 2015

Respectfully submitted,

Debbie Cayton
NCDBA Treasurer
On behalf of NCDBA Bylaws Committee