SAINT IGNACE AREA HOPE
P.O. Box 170
Saint Ignace, MI 49781
Hot Line – 906-643-6780
CONSTITUTION AND BY-LAWS
(Rev 1.4, 3 Nov 2008)
ARTICLE I: NAME
The name of the organization shall be Saint Ignace Area Hope, hereinafter called “the Organization” or “HOPE.”
ARTICLE II: PURPOSE AND NATURE
The purpose of the Organization shall be to provide immediate, temporary assistance to individuals who are urgently in need of goods or services due to financial hardship. The Organization shall consistently endeavor to represent itself as a faith-based organization operating separate from but as a reflection of St. Ignace area churches.
ARTICLE III: HOPE MEMBERSHIP
The Organization shall be comprised of all persons named on its rolls who are identified as either Members or Trustees.
Membership shall be open to representatives of businesses, churches, and other organizations as well as to individual persons of the St. Ignace area who are interested in the aims and objectives of the Organization and are willing to subscribe to its Constitution and By-Laws.
Each participating church, organization, or business may designate up to three (3) people as its representatives in HOPE. The church, business, or organization shall designate its representative(s) by letter signed by an official of that church, business, or organization. Participating churches, organizations, or businesses are defined as those which are materially involved, i.e., regularly contributing time and/or money.
Individual persons of the St. Ignace area may apply for membership as volunteers in HOPE by giving their name, address, and telephone number on an application form. Acceptance of their membership will be subject to approval by at least four Trustees.
Members shall be defined as volunteers at HOPE related events.
Members may unilaterally terminate their own membership by so stating in writing to the Chairperson. A person’s membership may also be terminated for cause by a two-thirds vote of the Trustees, with a letter of explanation being provided to the terminated member.
Members shall be entitled to one vote, and such vote shall not be cast by proxy.
D. MEETING AND QUORUM
HOPE shall meet at least annually in October at such time and place as it may select. Those members present and voting shall constitute a quorum, provided all members have been notified by mail at least seven (7) days in advance of the meeting.
E. PARLIAMENTARY AUTHORITY
Roberts Rules of Order (revised) shall govern in all matters of procedure not covered by these By-Laws.
ARTICLE IV: BOARD OF TRUSTEES
A. BOARD OF TRUSTEES
The Board of Trustees shall consist of the pastors (or their designee) of Saint Ignace area participating churches, and up to two at-large members elected by the members at a regular meeting.
B. ROLE OF TRUSTEES
The Board of Trustees shall meet the legal requirement for a not-for-profit corporation and shall be the body responsible for entering into legal contracts for the Organization. Trustees are expected to attend annually a minimum of seven (7) regularly scheduled Hope meetings plus any Board of Trustee meetings as may be called by the Chairman from time to time.
ARTICLE V: OFFICERS
The officers shall consist of a Chairperson, Vice Chairperson, Secretary, and Treasurer.
B. TERMS OF OFFICE
All officers shall serve a term of one (1) year. Their term shall begin at the October meeting. They may be re-elected to the same office for up to two successive terms (i.e., a second and third term) but must have at least one year off prior to any later re-elections to that office. Election shall be by simple majority of those present at the October meeting. Unexpected vacancies shall be filled at any regular meeting of the membership, with the term of office beginning immediately and running until the subsequent October meeting.
ARTICLE VI: DUTIES OF THE OFFICERS
A. DUTIES OF THE CHAIRPERSON
The Chairperson shall be the executive head of the Organization and shall preside at all meetings of the members and any Executive Committees. When possible the Chairperson should be a member of the clergy. The Chairperson shall appoint Committee Chairpersons subject to the approval of the Board of Trustees. The Chairperson shall be an ex-officio member of all committees and may issue a call for special meetings when required, provided all members are notified.
B. DUTIES OF THE VICE-CHAIRPERSON
The Vice-Chairperson shall assist with the appointment of committee chairpersons and shall be an ex-officio member of all committees. When possible the Vice-Chairperson should be a member of the clergy. In case of the absence or disability of the Chairperson, the Chairperson’s duties shall be performed by the Vice-Chairperson.
C. DUTIES OF THE SECRETARY
The Secretary shall keep the minutes of the Organization. The Secretary shall preserve a copy of the Constitution and By-Laws and such documents and agreements as shall be executed on behalf of the Organization. The Secretary shall be custodian of the general correspondence of the Organization. The Secretary shall give notice of any meetings of the Organization and the Board of Trustees and perform other duties as may be requested by the Board of Trustees. In the absence or disability of the Secretary, one of the other members, so designated by the Board of Trustees, shall perform the duties of the Secretary.
D. DUTIES OF THE TREASURER
The Treasurer shall administer the financial operation of the Organization. Withdrawals against Organization accounts, in payment of the obligations of the Organization, shall be signed by the Treasurer or by one other member designated by the Board of Trustees. The Treasurer shall be responsible for the proper accounting of all the monies received and disbursed. The Treasurer shall prepare a monthly statement and report to the Organization in print at each regular meeting. The Treasurer shall provide a year-end report no later than the second meeting of the new fiscal year. In the absence or disability of the Treasurer one of the other members, so designated by the Board of Trustees, shall perform the duties of the Treasurer.
ARTICLE VII: COMMITTEES
All committees shall operate according to the By-Laws and Constitution and guidelines of the Organization.
B. FOOD PANTRY
The Food Pantry will run independently in consultation with the Organization.
C. PHONE OPERATORS COMMITTEE
The Phone Operators constitute the Phone Operators Committee led by the Phone Operators Coordinator. They shall meet a minimum of three (3) times a year to discuss phone operators’ business.
The Phone Operators Coordinator shall adhere to the guidelines set by the Organization. The approving trustees’ names must be listed on the phone operator's log. The Coordinator shall insure the daily operations of the HOPE phones, recruit, train and schedule volunteers, maintain phone records, report at HOPE meetings, communicate with the Treasurer, and notify him/her of authorizations of expenditures. All expenditures of over fifty dollars ($50.00) must be approved by two trustees.
D. STANDING COMMITTEES
Other committees are to be appointed by the Board of Trustees as needed.
ARTICLE VIII: GENERAL
A. FIDELITY BONDS AND INSURANCE
The Board of Trustees may order any officer or custodian of funds to be bonded at the expense of the Organization. The Board of Trustees may authorize the procurement of other forms of insurance as it may deem necessary to protect the Organization against liability claims.
B. FISCAL YEAR
The fiscal year of the Organization shall begin on the first day of January. There shall be an annual audit of all HOPE financial records. The audit shall be performed by a person approved by the Trustees other than the treasurer.
The By-Laws may be amended, repealed, replaced, revised or added to by the favorable vote of a quorum at a meeting of the whole membership. The Chairperson's vote shall be the tie-breaking vote if needed. All proposed changes must be printed out and in the member's hands thirty (30) days in advance of the meeting to amend the By-Laws.
D. ENTERING INTO LEGAL CONTRACTS
No contract obligating Saint Ignace Area HOPE shall be entered into by any individual without express approval of the Saint Ignace HOPE members at a regularly scheduled meeting or of the Board of Trustees.
Said organization (HOPE) is organized exclusively for charitable, religious, and educational purposes, including, for such purposes, the making of distributions to organizations that qualify as exempt organizations under section 501(c)(3) of the Internal Revenue Code, or corresponding section of any future federal tax code.
Upon the dissolution of the organization, assets shall be distributed for one or more exempt purposes within the meaning of section 501(c)(3) of the Internal Revenue Code, or corresponding section of any future federal tax code, or shall be distributed to the federal government, or to a state or local government, for a public purpose. Any such assets not disposed of shall be disposed of by the Court of Common Pleas of the county in which the principle office of the organization is then located, exclusively for such purposes or to such organizations, as said Court shall determine, which are organized and operated for such purposes.