ARCH By-Laws
Revised 08.2005
ARTICLE 1 - NAME
The name of this organization is ARCH Homeschoolers, hereafter referred to as ARCH. This is a family to family apostolate located within the boundaries of the Diocese of Galveston- Houston and faithful and loyal to the Dogmas and infallible Magisterium of the Catholic Church and the Roman Pontiff. ARCH is a non-profit making organization.
ARTICLE II- PURPOSE
The purpose of ARCH will be to provide support for Catholic homeschooling families through a network of friends and to provide aid to the parents in fulfilling their vocations as primary educators of their children. This is done through the establishment of geographic groups known as satellites. ARCH offers area wide activities such as Back to School Mass, Curriculum Fair, End of Year Picnic, End of Year Mass & Graduation Ceremony.
ARTICLE III- SATELLITES
Section A. Definition
A satellite is an extension of ARCH of Homeschoolers representing a specific geographic area of the diocese.
Section B. Purpose of Satellites
The purpose of a satellite is to offer ARCH members religious, social and educational activities and support on a local level.
Section C. Establishment
Only one (1) satellite per geographic area will be recognized. The governing board of ARCH will establish the geographic boundaries for satellites.
Section D. Leaders
Satellites will be headed by volunteer Satellite leaders who serve as area contacts and coordinators of each group including heading a telephone tree within their group. Satellite leaders should attend all Governing Board meetings.
ARTICLE IV - MEMBERSHIP
Section A. Members
Membership will be open to all Catholic homeschool families in the Galveston-Houston Diocese as well as those who support the purpose of ARCH. Two (2) types of memberships are offered:
Article IV- Section A. Membership will be open to all Catholic homeschool families in the Galveston-Houston Diocese as well as those who support the purpose of ARCH. Two (2) types of memberships are offered: Family Membership-is extended to the immediate family of those belonging to a Satellite. Each registered family is entitled to one (1) vote on general membership issues.
Associate Membership-a non-voting membership is extended to those outside of the geographic areas of ARCH, extended family of individual members, or non-homeschooling families who are supportive of ARCH.
Section B. Dues
Annual non-refundable prorated dues will be set by the ARCH governing board so that expenses can be met. No homeschool family will be denied membership because of financial need. Full privileges will be accorded upon receipt of confidential written letter to ARCH CO-Chairman.
Section IV-Section C Membership Voting eligibility: Family Membership-
Each registered family is entitled to one (1) vote on general membership issues and membership must be established by October 1st of the previous year.
ARTICLE V - STRUCTURE
Section A. Governing Board
The officers shall be Chairman, CO-Chairman, Secretary, Treasurer, Historian, At-Large 1, At-Large 2, and At-Large 3 in the absence of an Historian. The officers shall be elected annually except the Historian who is the immediate Past Chairman. They shall be known as the Governing Board.
The Governing Board shall meet at regular intervals, preferably once a month. Minutes shall be kept in a permanent form. In the event any office becomes vacant, the Governing Board shall appoint a successor to such office to serve the unexpired term.
The Governing Board shall constitute group authority in deciding any matters of club policy not otherwise decreed. It shall require two-thirds vote of the entire membership to alter a decision passed by the Governing Board.
Section B. Elections
Nominations of officers will be announced in the May newsletter. Nominations will be submitted, in writing, to a Coordinator appointed by the Governing Board. The Coordinator may not be a Board Member nor may he/she run for any position. Nominations may be submitted by any registered members of ARCH. Nominees must be registered members with family Membership in ARCH from October 1st of the previous calendar year. No member may run for or hold more than one office at a time. The Coordinator must obtain written approval from the nominees of all nominations as they are received prior to voting by the general membership. All nominees will be listed in the June newsletter for voting by general membership.
If a position has no nominee, the newly elected Governing Board will immediately appoint a qualified member to this position after installment to office on August 1st. It is the task of the current Board to ensure that as many positions, as possible, on the ballot are filled.
Voting may be done by proxy on numbered anonymous ballots. Ballots may be distributed via the newsletter or as a separate mailing. Only members with Family Membership in ARCH may vote. Proxies must be mailed to the Coordinator by Election Day in order to be counted. No proxy will be accepted after the election has been concluded. Winners will be determined by a majority of submitted votes. Newly elected board members will assume their duties in August.
Section C. Duties of Officers
Chairman's duties:
1. Preside at all meetings according to Robert's Rules of Order.
2. Prepare written agenda of meetings to be submitted to Newsletter Editor previous to each meeting.
3. Coordinates the duties of the Officers and Committees
4. Keeps abreast of all ARCH activities, making sure they are on time so that they will meet the specific goals for which they were intended.
5. Votes ONLY in cases of a tie.
CO-Chairman's duties:
1. Performs the duties and responsibilities of the Chairman in the Chairman's absence.
2. Serve as Membership Coordinator
a. Serve as contact for potential members
b. Send out new member packets upon payment of dues or receipt of financial hardship letter.
c. Maintain current membership roster.
d. Assign new members to satellites per geographic living area or per request.
3. Counter sign checks in the absence of either the President or the Treasurer.
4. Receives payment or gives receipts for dues or other money in the absence of the Treasurer.
Secretary's duties:
1. Presides at meetings in the absence of the Chairman and Co-Chairman.
2. Keeps all ARCH records
3. Keeps minutes of all meetings and obtains approval of meeting minutes.
4. Records attendance at meetings and calls roll of officers and satellite leaders.
5. Maintains correspondences for ARCH.
Treasurer's duties:
1. Maintain an ARCH bank account and accurate financial records of ARCH.
2. Receive and pay out all monies belonging to ARCH.
3. Furnish a balanced financial statement for each regularly scheduled meeting of ARCH.
4. Head the Budget Committee.
5. Prepare and present a budget to the general membership at the Annual General Members Meeting also to be published in August newsletter.
6. Present a final statement of account to be published in August newsletter.
7. Notifies members when dues are payable.
Historian's duties:
1. Is the immediate Past Chairman
2. Aids the Officers with knowledge and experience of previous years.
3. Will assist in conducting all meetings according to Robert's Rule of Order.
At-Large 1, 2, or 3 duties:
The duties of these positions will be decided at the discretion of the majority of the board members as the needs develop.
Section D. Non-Board positions:
In addition to the elected positions of ARCH, the Governing Board will appoint volunteers or At Large Board members to the following one-year renewable positions:
1. HSLDA Representative: will correspond with The Home School Legal Defense Association and maintain records for ARCH group discount.
2. Internet Contact: will maintain contacts via the World Wide Web to distribute Information about ARCH or obtain information pertinent to home schooling.
3. Newsletter Editor: will publish a monthly newsletter of information to ARCH members as outlined in Article VII, Section B.
4. Curriculum Library Coordinator: will maintain, update and display the curriculum library of ARCH.
Section E. Meetings:
Governing Board Meetings:
All meetings are open and shall be held at regular times and places to be determined by the Governing Board. Agenda items should be brought to the attention of the Satellite Leaders or any Governing Board member from a registered member to be placed on the agenda. A quorum shall consist of 4 or more Board members. Voting will be determined by a majority vote of the Governing Board present at the meeting and absent board member proxies. Proxies may be submitted to the Chairman prior to the meeting and should be in writing.
General Membership Meeting:
An Annual General Membership meeting shall be held in August (possibly during the Back-to-School Social). The Governing Board will set the date and location. The purpose of the meeting is to present the annual budget, call for committee volunteers, vote on any amendments to the bylaws and conduct any other business of ARCH as determined by the Governing Board.
Section F. Attendance
Any Board Member who misses three (3) consecutive board meetings without due cause will be considered as unwilling to serve. The Board will appoint a replacement Board member for the unexpired term.
Section G. Committees
The Governing Board may appoint the following committees: Telephone, T-shirt, Yearbook, Activities & Socials, Back-To-School Mass & Social, Budget, Curriculum Fair, End-of-Year Mass & Graduation, Directory, & Year-End Picnic.
Committee members will be comprised of volunteers who will elect a committee head amongst themselves, except for the Budget Committee which, will be headed by the Treasurer. The proposals (including task and cost) from the committee will be presented to the Governing Board for approval. Records of all committee activities will be kept in permanent form in an organized manner for future reference by subsequent committees.
ARTICLE VI – AMENDMENTS
These by-laws may be amended by a 2/3 majority of votes submitted. Proposed amendments must be made in writing and presented to the Governing Board for approval. Upon approval, they will be published in time to be voted upon by the general membership.
ARTICLE VII- PUBLICATIONS
Section A. Directory
A directory listing all members, who wish to be listed, will be available to all members. All members are asked to respect and honor the privacy of fellow members by not copying, sharing or using the directory for any other purpose outside the scope and purpose of ARCH. The directory may include other pertinent information for ARCH members.
Section B. Newsletter
1. A newsletter will be published and made available to each member. This may be accomplished by individual mailings to each member. Articles and information submitted for publication in the newsletter should be related, in some direct sense, to the purpose of ARCH: to aid parents in fulfilling their vocations as primary educators of their children.
2. Newsletter Editor(s) are to keep strict account of all work and expenditures. All receipts will be presented to the Treasurer for reimbursement and petitions made for expenditures.
3. The Newsletter Editor(s) is responsible for the editing and publication of the newsletter. The newsletter should be a source of quality in information from and for the Satellites and for all members of ARCH within guidelines as stated in the ARCH by-laws.
4. Any material of objectionable nature printed in the newsletter should be brought to the attention of the Governing Board for review and consideration.
Section C. Other Publications
Other desired publications (Yearbook, Photo, etc.) must be paid for individually by those wanting to receive one.
ARTICLE VIII USE OF PROPERTY, ASSETS, AND NET EARNINGS
All property, assets, and net earnings will not be used to benefit, be distributed, or be used by any member outside the scope and purpose of ARCH.
ARTICLE IX - DISSOLUTION
Upon any dissolution of ARCH, its properties and assets shall be distributed as follows:
1. All liabilities and obligations of ARCH shall be paid.
2. Assets held by the club requiring return shall be returned; and
3. Materials in the Curriculum Library of ARCH will be distributed according to the guidelines set forth in the letter from Mary Catherine O'Neill, dated August 11, 1997 and marked Addendum A.
4. Any remaining assets shall be transferred or conveyed to Annunciation Catholic Church, 1618 Texas Avenue, Houston, Texas and no part of the assets of the club shall be distributed to any member of the club or to their benefit.
