HEARING LOSS ASSOCIATION OF SARASOTA

BYLAWS

Amended November 22, 2004
Amended March 22, 2006
Amended March12, 2010
Amended September 19, 2012
Amended October 26, 2015

ARTICLE I – NAME

The name of this organization is the Hearing Loss Association of America, Sarasota/Manatee Chapter (the “Chapter”). The Chapter is a chapter of the Hearing Loss Association of America.

ARTICLE II – PURPOSES

The purpose of the Hearing Loss Association of America, Sarasota/Manatee Chapter is to:

A. Enable people with hearing loss and their families to meet the challenge of hearing loss and to participate in the mainstream of an enlightened society through information, education, advocacy and support.
B. To receive and maintain funds of real or personal property, or both, and subject to the restrictions and limitations herein set forth, to use and apply the whole or any part of the income therefrom and the principal thereof exclusively for the purposes set forth above in paragraph A of this Article II.
C. No part of the net earnings of the organization shall inure to the benefit of any officer or trustee of the Chapter, except that reasonable compensation may be paid for services rendered to or for the Chapter in carrying out its purposes. No officer or trustee or any private individual shall be entitled to share in the distribution of any Chapter assets upon dissolution of the organization. The chapter shall not engage in lobbying for legislation, make contributions to political campaigns or take other actions that jeopardize its or its parent organization’s tax exempt status under Section 501(c)3 of the Internal Revenue Code.

ARTICLE III – FUNCTIONS

The functions of the Hearing Loss Association of America, Sarasota/Manatee Chapter shall be to:

A. Establish and promote an organization having a shared goal of supporting people with hearing loss to enhance their ability to function independently.
B. Provide information that will enable people with hearing loss, their families, friends and associates, to understand and manage effectively the difficulties manifested in such condition.
C. Represent the interests of all people with hearing loss before public and private entities on matters pertaining to hearing health care and remediation of hearing loss.
D. Provide leadership and education at state and local levels to impact the communities where individuals with hearing loss reside.
E. Promote public and private programs that provide accommodations allowing people with hearing loss to participate effectively in the mainstream of society.
F. Support all people with hearing loss, especially those who utilize spoken language.
G. Establish working relationships with professionals and professional organizations in the hearing health care field; encourage research into all aspects of hearing loss and remedial aids.
H. Promote diagnosis of hearing loss through infant screening and testing among all other ages in the general population.
I. For students with hearing loss, promote educational methods that provide options of speaking and listening that allow effective participation in classroom and extracurricular activities.
J. Advocate the use of cochlear implants when deemed appropriate for infants, children, youth and adults.
K. Collaborate with other individuals, organizations and institutions on matters of mutual concern as set forth in this Article III.
L. Provide such other services that will further the purpose of the organization.

ARTICLE IV – MEMBERSHIP

Provisions for membership:

A. Membership is open to any person willing to conform to the purposes and functions of the Chapter and provide financial support. Individuals who make significant non-monetary contributions may be elected associate members without voting privileges. Other categories of persons are “Friends” or “Guests”.
B. Prescribed dues to the Chapter shall be as prescribed by the Board of Trustees from time to time.
C. A member’s name, address, phone number and email address shall not be given in any form to any business or organization and/or used for any commercial purpose whatsoever.
D. Rights of members:
1. To hold any office in the local and national organization when duly elected or appointed.
2. To vote on matters submitted for a vote of the members.
3. To serve on committees.
4. To serve as a delegate to national conventions.
5. To participate in all discussions concerning the Chapter.
6. To receive all member benefits. Spouses, relatives living in the same
household, or significant others of members may enjoy the same benefits.
7. To present grievances.

ARTICLE V – GOVERNANCE

Rules of conduct:

A. The Hearing Loss Association of America, Sarasota/Manatee Chapter shall be governed by these bylaws and those of the Hearing Loss Association of America.
B. The Chapter shall conduct at least ten Chapter meetings a year; eight of these meetings will be educational in nature.
C. At least seven (7) members in good standing shall constitute a quorum for conducting business at Chapter meetings.

ARTICLE VI – OFFICERS

Titles, terms and duties:

A. The titles of officers of the Chapter shall be the President, Vice-President, Secretary and Treasurer.
B. The terms of the officers of the Chapter shall be terms of two years, but no officer shall serve more than three consecutive terms. An officer wishing to serve the same office for more than three terms must wait at least one term after stepping down before he or she may become a candidate for that office again. The Immediate Past President shall automatically serve as a member of the Board of Trustees and of the Executive Committee for a term of not more than one year. Elections are to be held at the December meeting of each year. All officers shall be members of the Hearing Loss Association of America. In the event no officers are elected, the Chapter will be governed by members of the Board of Trustees elected by the Chapter Membership. The term of an office shall commence on January 1 following the election to the officers.
C. Duties:
1. President:
a. Shall preside at all meetings of the membership and the Board of
Trustees and meetings of the Executive Committee.
b. Shall appoint chairpersons of all standing committees determined by the Board of Trustees and all committees formed by a vote of the membership.
2. Vice-President:
a. Shall assist the President in all of his/her duties.
b. Shall temporarily perform the duties of the President when he or she is absent or has become disabled.
3. Secretary;
a. Shall keep minutes of all Chapter and Board of Trustees meetings and meetings of the Executive Committee.
b. Shall handle all correspondence.
4. Treasurer:
a. Shall maintain records of all receipts and disbursement.
b. Shall make reports of the financial condition at membership and
Board of Trustees meetings.
c. Shall provide an annual report.
d. Shall fully assist and cooperate with any audit.
e. Shall serve under a bond.
5. Immediate Past President:
a. Shall serve as a member of the Board of Trustees.
b. Shall serve in activities delegated by the President.

ARTICLE VII – BOARD OF TRUSTEES

Composition and duties:

A. The Board of Trustees shall be comprised of a minimum of seven (7) but no more than thirteen (13) elected members and include all officers and the Immediate Past President and an additional seat known as the STAR seat. The terms of the Board members of the HLAA-S/M shall be terms of two years, but no Board member shall serve more than three consecutive terms on and after the date of these amended bylaws. At least two-thirds of the Board shall be persons with hearing loss. The additional STAR seat shall be reserved for a one year appointment by the Executive Committee for a member of the Community Youth Development’s STAR Student Leadership Training program. Such seat shall not be subject to the hearing loss requirement. All members of the Board including the STAR seat shall be members of HLAA-S/M and the Hearing Loss Association of America. Should vacancies occur, additional HLAA-S/M members may be appointed by the Executive Committee to fill those seats. The term of an elected Board member shall commence on January 1 following the election to the Board of Trustees. B. For the purpose of overlapping terms, the two year term limit provision of Article VI, Section B is modified for the year 2013 in regard to the five most senior members of the Board as of the date of approval of these bylaws. The terms of the five most senior members of the Board shall be for one year commencing January 1, 2013 and the terms of all other members shall be for two years commencing January 1, 2013.
C. For the purpose of interpretation of the three (3) consecutive term limit of Article VI, Section B, a one year term or any appointment for a remainder of a term shall not constitute a full term.
D. Unless voted otherwise, the Board shall meet quarterly.
E. A quorum shall be a simple majority.
F. The business and affairs of the Chapter shall be managed by the Board of Trustees except as otherwise provided by law or these bylaws.
G. All Board Members are expected to fully comply with the Job Description duties which detail each Board member’s individual responsibilities in terms of involvement and participation. These responsibilities will form the basis of their annual performance review by the Executive Committee. [Attached as Appendix “A”]
H. Any member of the Board of Trustees, including officers, may be removed from the Board for failure to comply with the Chapter Job Description or for engaging in conduct deemed by the Executive Committee to be detrimental to the organization. This removal may occur after a vote by members of the Executive Committee, in which the majority of eligible Executive Committee members agree to the removal. In addition, any member of the Board who is unable to attend a meeting shall by telephone call or written correspondence addressed to the President, state the reason for his or her absence. If a Board member is absent from two (2) or more consecutive board meetings for reasons the President and the Executive Committee has failed to declare sufficient, his/her resignation may, upon majority vote of the members of the Executive Committee, be deemed to have been tendered and accepted. Said Trustee shall be notified of this decision by certified mail.
I. There shall be an Executive Committee of the Board of Trustees as follows:
1. Composition. The Executive Committee shall consist of the officers of the Association and the Immediate Past President.
2. Duties. The Executive Committee shall act for and discharge the functions of the Board of Trustees between its Chapter meetings, evaluate members of the Board of Trustees, provide training for Board members and may initiate any action, plans, and projects to assure the effective operation of HLAS.
3. The Executive Committee may appoint an HLAS member to serve out the term of any Board member who has resigned or otherwise vacated membership on the Board of Trustees.
3. The Executive Committee shall keep minutes of its actions and shall
report regularly to the Board.
4. Meetings. The Chapter Executive Committee shall meet as directed by the
President.

ARTICLE VIII – NOMINATIONS AND ELECTIONS

Procedures:

A. A Governance Committee shall be appointed by the President to present a slate of nominees for each elected office and a seat on the Board of Trustees, at the November Chapter meeting.
B. Any member in good standing may be nominated from the floor at the November Chapter meeting.
C. Officers and trustees shall be elected by a simple majority vote of the membership at the December Chapter meeting.
D. Each member present shall be entitled to one vote. Voting by proxy is not
permitted. Elections to office and to the Board of Trustees shall be the highest number of votes cast. If there is more than one candidate for an office, elections shall be by ballot.

ARTICLE IX – RULES OF ORDER

Requirements:

A. Robert’s Rules of Order, latest edition, shall govern the conduct of all meetings of the membership and the governing board when they are not in conflict with these bylaws and the Hearing Loss Association of America bylaws.
B. Electronic Meetings and Voting
The Process to carry out electronic voting shall be as follows. To maintain open
communications among members as is practiced during onsite meetings, all
communications relating to the process shall be copied to all other Board members.
1. Any member of the Board may make a motion via e-mail directly to the
full board.
2. All Board members shall accept responsibility to confirm immediately after
receiving the motion that it has been received.
3. Any Board member desiring to do so has the opportunity within 24 hours of
receipt of the motion to second it.
4. Within five (5) days of receipt of the motion and its second, discussion will be
allowed via e-mail.
5. At the end of that period, two more days will be given to enable all Board
members to vote.
6. The President will tally the votes and notify all Board members of the outcome.
7. Total time from implementation to completion shall not exceed five (5) calendar days.
8. Motions shall be ratified at the following regular board meeting.
9. E-mail voting shall be used only for urgent reasons.

ARTICLE X – AMENDMENTS

Procedure:

A. Amendments to these bylaws may be proposed by:
1. A motion of a member of the Board; or
2. A petition signed by seven (7) members of good standing.
B. Proposed amendments to the bylaws may be approved and ordered implemented on the approval of two-thirds of the Board at any official meeting of the Board.

ARTICLE XI – FINANCIAL

Requirements:

A. The fiscal year of the Chapter shall begin on January 1 and end on December 31.
B. The annual financial report shall be independently audited as directed by the Board of Trustees.
C. Prescribed contributions shall be determined by a vote of the Board of Trustees.
D. In the event that the Chapter dissolves or ceases to function, all remaining funds and assets shall be transferred to the national office.
E. Unless otherwise specified in writing by the donor, all donations received by the organization shall be considered general revenue and can be used for ordinary chapter expenses.

XII. CONFLICTS OF INTEREST

Disclosure:

A. In connection with any actual or possible conflict of interest, an interested person must disclose the existence and nature of his or her financial interest to the Board of Trustees and any relevant committee members. For this purpose, an interested person shall include any Trustee, officer, or member of a committee of the organization or an entity affiliated with the organization that has a direct or indirect financial interest in a proposed transaction. A financial interest shall include: (a) an ownership or investment interest in any entity with which the organization has a proposed transaction or arrangement; (b) a compensation arrangement with the organization or with any entity or individual with which the organization has a proposed transaction or arrangement; and (c) a potential ownership or investment interest in, or compensation arrangement with, any entity or individual with which the organization is negotiating a transaction or arrangement.

Recusal and Investigation:

B. After disclosure of the financial interest, the interested person shall leave the Board of Trustees or committee meeting while the financial interest is discussed and voted upon. The remaining Trustees or committee members shall decide if a conflict of interest exists. If a conflict of interest exists, the following procedures shall be followed: (a) the Chairperson shall, if appropriate, appoint a disinterested person or committee to investigate alternatives to the proposed transaction or arrangement; (b) after exercising due diligence, the Board of Trustees or committee shall determine whether the organization could obtain a more advantageous transaction or arrangement with reasonable efforts from a person or entity that would not give rise to a conflict of interest; and (c) if a more advantageous transaction or arrangement is not reasonably attainable, the Board of Trustees or committee shall determine by a majority vote of the disinterested Trustees whether the transaction or arrangement is in the organization’s best interests and for its own benefit and whether the transaction is fair and reasonable to the organization and shall decide as to whether to enter into the transaction or arrangement is in conformity with such determination.

Failure to Disclose:

C. If a Trustee or committee member has reasonable cause to believe that an interested person has failed to disclose actual or possible conflicts of interest, he shall inform the interested person of the basis of such belief and afford the interested person an opportunity to explain the alleged failure to disclose. If, after hearing the response of the member and making such further investigation as may be warranted in the circumstances, the Board of Trustees or committee determines that the interested person has in fact failed to disclose an actual or possible conflict of interest, the Board of Trustees shall take appropriate steps to protect the organization.

Record of Action:

D. The minutes of the Board of Trustees and all relevant committees shall contain the following: (a) the names of persons who disclosed or otherwise were found to have a financial interest in connection with an actual or possible conflict of interest, the nature of the financial interest, any action taken to determine whether a conflict of interest was present, and the Board of Trustees’ or committee’s decision as to whether a conflict of interest in fact existed; and (b) the names of the persons who were present for discussions and votes relating to the transaction or arrangement, the content of the discussion, including any alternatives to the proposed transaction or arrangement, and a record of any votes taken in connection therewith.

Annual Statements:

E. All Trustees shall annually sign a statement that affirms that such person (a) has received a copy of the conflicts of interest policy, (b) has read and understands the policy, (c) has agreed to comply with the policy, and (d) understands that the organization is a charitable organization and that in order to maintain its federal tax exemption it must engage primarily in activities that accomplish one or more of its tax-exempt purposes. This policy shall be reviewed annually for the information and guidance of members of the Board of Trustees, and any new member shall be advised of the policy upon entering on the duties of his office. In addition, the organization shall conduct periodic reviews of its activities, including any transactions or arrangements with interested persons, to ensure that its activities in the aggregate promote and further the organization’s exempt charitable, scientific, and educational purposes.

ARTICLE XIII – GRIEVANCE PROCEDURE

Conditions:

A. Individual members or a group of members shall have the right to present signed grievances for action and decision by the membership. Written grievances shall be presented to the President or a member of the grievance committee, if said committee has been established.
B. Grievances shall be included on the agenda for the next membership meeting. If it is agreed that they should be pursued, it shall be turned over to the grievance committee; and at the absence of a grievance committee, the President shall appoint a committee of three (3) to make investigation, and report in writing at the next Chapter meeting, or at a special meeting, as the membership determines.
C. Officers shall not serve on a grievance committee.
D. Approval of the grievance committee recommendation shall be binding on the officers except that the action may be appealed to the Executive Committee of the Hearing Loss Association of America within sixty (60) days.

Board of Trustees Reference Manual, Hearing Loss Association of America-Sarasota/Manatee Chapter

APPROVED 26 OCTOBER 2015

 

Board of Trustees Reference Manual, Hearing Loss Association of America-Sarasota/Manatee Chapter

APPROVED 26 OCTOBER 2015

INTRODUCTION

This manual is an organized summary and quick reference tool for
the Hearing Loss Association of America, Sarasota/Manatee Chapter (“HLAS”) Board members and volunteers and provides an introduction of Board processes for new members. Please note that this manual does not replace the HLAS bylaws and should be used in conjunction with the bylaws, found in Appendix A.

The Board’s Governance Committee is responsible for keeping this manual current and replacing outdated materials. Information in this manual will be dated and the revision date will be noted if appropriate. Major additions/replacements should first be reviewed and authorized by the Board of Trustees. If necessary, the President will assign members or committees to draft and revise procedures and processes as appropriate.

For information or clarification, please contact a member of the Executive Committee

I. Overview of the Sarasota/Manatee Chapter

A. Our Mission

The Hearing Loss Association of America, Sarasota/Manatee Chapter (“HLAS”) shall serve the needs of all people with hearing loss in Sarasota and Manatee Counties with a mission to empower people with hearing loss to lead more active lives in the community by providing Education, Support, Advocacy and Information to the 145,000 people in the two county area with hearing loss.

B. Board relationship/role with HLAA National

HLAS is an incorporated not for profit Chapter of the Hearing Loss Association of America (previously known as Self Help for Hard of Hearing People – SHHH), and thus complies with their rules and requirements and enjoys the benefits of that association. HLAS promotes the HLAA philosophy of self help, and promotes
HLAA materials and fundraising activities in the two county area.

As a non-profit organization, HLAS activities are regulated. According to Foundation Group ( http://501c3.org ), “Some lobbying, both direct and grassroots, is allowable, but should not represent more than 10-20% of the organizations activities, nor consume any more than 10-20% of the resources of the organization.” Endorsement of candidates for public office is strictly prohibited.

C. Board Objective

The objective of the Board shall be to:

Enable people with hearing loss and their families to meet the challenge of hearing loss and to participate in the mainstream of an enlightened society through information, education, advocacy and support.

D. HLAS Bylaws

A copy of the HLAS Bylaws is attached as Appendix “A-1”.

II. MEMBERS AND LEADERSHIP

A. Overview of the Board

The Board of Directors of HLAS consists of at least 7 and not more than 13 members.

All members must be members of the Hearing Loss Association of America, and two-thirds must have a hearing loss.

Board members are elected for two-year terms and are limited to three consecutive terms.

A quorum of the board is a simple majority of the Board.

The executive committee is made up of four elected positions (President, Vice President, Secretary, and Treasurer) as well as the Immediate Past President.

Board members are required to join the committees of their choice bearing in mind that some committees have more responsibilities than others.

Board members are required to execute a “Job Description” Agreement which is attached at Appendix “A-2”.

Meetings are held quarterly at the direction of the President.

The fiscal year runs January to December.

B. The Election Process

Election of Board members to replace vacancies is held once a year during the December Chapter Meeting.

Candidates are selected by the Governance Committee.

The exact procedure and timing of events related to this is outlined in Appendix B, “The Nomination and Election Process”.

C. Duties & Activities of the Executive Board Members & Specific Executive Board Positions

The HLAS Executive Board is made up of the President, Vice-President, Treasurer, Secretary, and the Immediate Past President.

The position descriptions are found in Article VI of the Bylaws at Appendix A-1.

The Executive Positions Responsibilities Checklist at Appendix C provides additional information about the duties of the Executive Board positions.

III. BOARD MEETINGS

A. Meeting Dates & Places

1. Meeting Schedule

Meetings are held quarterly. The Annual Meeting and Election is held at the Chapter Meeting in December.

B. Board Meeting Processes: Agenda Preparation & Timelines

1. Process for getting items on the agenda

Contact the President well in advance of the meeting so items can be added to the agenda. At the beginning of the meeting, a Board member may also request that additional items should be added to the agenda, but they will only be added if time permits.

2. Sample agenda

A simple agenda is reference at Appendix D-1.

3. Meeting Processes & Effective Meeting Facilitation

a) Preparation for Meetings

To allow the meeting to start on time, all members need to come prepared for the meeting and have reviewed the Agenda, the last meeting minutes and any handouts prior to the meeting. A list of acronyms and abbreviations commonly used in our meetings is found at Appendix D-2.

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4) Robert’s Rules of order (simplified version)
The HLAS Board follows the latest edition of Roberts Rules of order when conducting meetings. The simplified version of the Roberts Rules is used as a quick reference guide to the Robert’s Rules in our meetings. See Appendix, D-3.

IV. COMMITTEES

A. Working Committees – Goals & Activities
The President is an ex officio member of ALL committees except Governance.

● Executive (standing)
The Executive Committee is established by Article VI-I of the Bylaws and consists of the officers of the board and the immediate past president. The Committee acts for the Board between meetings.

● Governance (standing)
Stays updated about the members and potential members of HLAS and puts together a slate of nominees each year to fill vacant positions. (See Appendices B-1 and B-2 for complete information). Reviews currents current bylaws, solicits suggestions from members for changes, and provides written proposals to the board for review. Create and maintain a separate “history file” related to the HLAS Board Reference Manual for outdated processes, procedures, and pertinent information

● Finance and Administration
Chaired by Treasurer. Presents preliminary financial planning to the Board for approval.

● Fundraising
Functions are raising money to meet the Board’s special or ongoing needs.

● Communications
Maintains and develops a website that provides timely and accurate information about our organization and activities in a format that is attractive and easy to access. The committee works independently excepting major revisions (i.e. changing service providers, increasing financial expenditures).

● Convention Scholarship Advertises for and recruits applicants, evaluates applications, interviews candidates, and awards the scholarship to the most appropriate aspirant. The committee may choose not to make the award if no suitable applicant is forthcoming.

● Membership
Seeks members to join HLAS

● Outreach.

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PLEASE NOTE: Non-Board Members are welcome to join and serve on committees,

B. Responsibilities of Committee Leaders

Committee Chairs are responsible for organizing the committee to determine new activities, keeping the group on track and moving them towards their goals, and reporting back to the Board at quarterly meetings about where the committee stands.

The following tips are meant to assist Committee Chairs in keeping their committees on track:
1. If you set up specific dates and put them on your calendar for the committee, it will most likely keep the ball rolling. This technique of setting specific dates will keep the committee on-track; you don’t leave yourself with decisions you will need to make later.
Don’t forget to set a specific date and put it on your calendar for getting in touch with your committee about this, too! This will keep both you and your committee on-track.
2. Think in terms of action items. Your first action item is to review the list of activities and goals with the group to see if this is what the group wants to do.
3. Your next action item will likely be to prioritize the activities, figure out with the committee what steps need to happen to accomplish the task, and then determine who will do what by when. It is very helpful to get specific about this so that you can stay on track!
4. Don’t forget to delegate! You don’t have to do it all – that’s why you have a committee!
Don’t forget there are new members who could be valuable to your cause!

C. Responsibilities of Committee Members

Committee members should be prepared to actively participate in the committee activities and complete assignments by the agreed upon timeline. If the member is having any problems completing the assignment, he or she should let the Committee Chair know, and/or ask for help from other members.
Members are encouraged to seek out committees in which they already have a high interest to help maintain motivation.

Board members are expected to join the standing committees of their choice bearing in mind that some committees have more responsibilities than others.
More members on a committee mean a lighter load for all.

V. SPECIAL ASSIGNMENTS & VOLUNTEER ROLES

A. SPECIAL ASSIGNMENTS

Communications Chair, Webmaster, Committee Members and Assistants
The chair is responsible to coordinate the activities of maintaining our HLAS website with input from Committee members. The duties of the chair and webmaster may include ensuring that the web servers, hardware and software are operating accurately, working with the website committee in designing the website, generating and revising web pages, and collecting content. Content creation and placement is at the discretion of the Committee.

The Committee works independently of the Board excepting major revisions (i.e. changing service providers, increasing financial expenditures).

The Committee maintains the mailing list which includes past and present HLAS members and HLAS friends nationwide; and is the administrator for the HLAS Facebook page and Twitter.

Newsletter Editor
Publishes an e-newsletter eleven times per year containing a combination of chapter and national news, educational articles, national, state and chapter contact information and any other announcements of importance to people with hearing loss and those serving the needs of people with hearing loss.

The Newsletter Editor gathers information from various sources, including Board members, Chapter Leaders and National staff; completes the layout and design of Listen Up. The Editor or designee maintains the mailing list which includes past and present HLAA members in Florida, the National staff and HLAA friends nationwide; and is the administrator for the HLAS Facebook page and Twitter.

B. VOLUNTEER ROLES

Volunteers are important to any 501 (c) (3) organization. There are always needs as listed below and the President can assign, or delegate to a Committee to assign, persons to fill these roles as numbers of volunteers and discretion permits.

Volunteer Coordinator & Assistant– Key position to manage, coordinate and schedule volunteers – leadership skills required and you will have support from the Board.

Photographer –Obtain quality photos of our events for our website and promotional materials.

Media Manager – Responsible for the timely notification of chapter meeting and event information to newspapers containing “Calendar of Events”. Individual must have strong written communication skills.

Listen Up! Proofreader –The individual will edit/proofread the chapter’s electronic newsletter once a month for accuracy. Must be experienced in editing/proofreading documents.

Raffle Ticket Manager – Willing to sell 50/50 tickets during our daytime chapter meetings – once a month commitment, 2nd Wed at 1:30 pm & evening meetings.

Farmers Market Volunteer –Help staff the chapter outreach table and impart information to general public about hearing loss. Volunteers are trained with the correct information to give out. Occurs the 4th Saturday of every month.

Community Outreach Volunteer – Most of these events take place on weekday evenings at 5 pm or occasionally on Saturday mornings. Same duties as Farmers Market volunteer. Will represent the chapter in the community and be an ambassador for hearing loss.

Membership Committee – Works with the Membership Team to develop strategies for increasing membership, processing new applications, interaction with new members to make them feel welcome.

Assistive Listening Device (ALD) Support –Willing to demonstrate basic ALD devices at outreach events such as the Farmers Market or Chamber events. Must be able to stay current with new technology as it relates to hearing loss.

Telephone Team Leader – Able to take lists of people and make phone calls to promote events, check on absent members, and call on lapsed memberships.

Educational Programs Support – Assists the Program Chair (a Board member) to develop programs for the monthly daytime chapter meetings.

Fundraising Committee – Assist board members with fundraising activities as needed. Experience in fundraising is a plus, but will train.
Web News Coordinator – Works with our Web Team to find interesting and relevant content about hearing loss on the Internet and in print media for posting on our website.

Grant Research – Adept at conducting research, either on the Internet or in the library, for granting organizations that may be willing to fund chapter activities. Must be able to organize & prioritize the data for our grant writers.

Grant Proposal Writing – Able to take grant research information and write a “Letter of Inquiry” to granting agencies. Strong written communication skills required.

Graphic Design of Flyers – Create interesting, quality flyers to promote chapter activities in print, email, and on the website.

Graphic Artist – Experienced in producing logos, graphic design elements, and template design for Constant Contact mailings.

Blogger – Experienced in writing timely and informative blog posts for the website on a regular basis – attention to detail and follow-through skills required.

VI. HELPFUL INFORMATION FOR COMMUNICATING &
FACILITATING MEETINGS

1. Effective communication at Meetings
Board member communication occurs face-to-face in regular Board meetings, in committee meetings, and between meetings, typically via email. Communication in Board meetings was covered in Section III Board Meetings. In order to facilitate the best communication among our members for Board and committee business, this manual also includes communication guidelines for other venues. The information referred to in Section III may be useful in both Board meetings and committee meetings.
[See Appendix D-4, Personal Communication Checklist and Appendix D-5, Email Communications Guidelines]

Committees sometimes need to meet between Board meetings to accomplish their activities, and it is not always convenient to meet in person. Committees often seek to carry out business via email. The Email Communication Guidelines found in Appendix D-5 are extremely helpful. Members should follow these guidelines to avoid the frustrations often associated with carrying out business via email.

4. Suggestions for “Meeting on-line”
There are other on-line options available besides email. Chat rooms allow messages to be typed to each other and read by all participants in real time. Examples of this are Skype, Facetime, AOL Instant Messaging (AIM), HLAA Chat, GoogleTalk, and iChat. Sometimes a document needs to be
developed or revised. Rather than meeting in person or e-mailing multiple versions of the document to each other, programs like Google Docs or WetPaint allow all participants to edit a single document. Each program has its own quirks, so it is best to use these programs when someone in your group has some experience with them. Be aware that some set up is required in advance. It is best to practice with the tool in advance and make sure all
members have access to the tool.

Appendix A-1 — The Hearing Loss Association of America-Sarasota/Manatee Chapter Bylaws

Appendix A-2 — The Hearing Loss Association of America-Sarasota/Manatee Chapter Board “Job Description” Agreement
HLAA-Sarasota/Manatee Board of Trustee Job Description Agreement
As a Board of Trustee member, I pledge to work with other Board members to oversee and execute the MISSION of the Hearing Loss Association of America –Sarasota/Manatee Chapter, which is to:
1. Help enable people with hearing loss and their families in Sarasota, Manatee and nearby counties to meet the challenge of hearing loss and to participate in the mainstream of an enlightened society through information, education, advocacy and support.
2. Help raise and manage the funds needed to support the above objectives
3. Achieve the above goals subject to the HLAA-Sarasota/Manatee Bylaws.
I also recognize that my individual responsibilities on an annual basis are to:
1. Attend and participate in at least 3 of the 4 annual Board meetings and participate in the annual board retreat.
The dates of the board meetings and the retreat to be announced by the President with advance notice.
2. Serve on at least one operational and one event committee.
3. Attend and participate in HLAA-Sarasota/Manatee regular chapter meetings.

4. Make a financial contribution to HLAA-Sarasota/Manatee each calendar year.
Please note that this annual contribution can be a very modest amount, as our only goal is to be able to confirm to grant providers that 100% of our board has financially contributed, which is usually a key condition for any grant to be approved.
5. I also agree to remain a member in good standing of both the HLAA-Sarasota/Manatee Chapter and the Hearing Loss Association of America (HLAA).
I understand my annual evaluation by the HLAA-Sarasota/Manatee Board of Trustee’s Executive Committee will be based on their assessment of my performance in meeting the above responsibilities.

Print Name_______________________________________________________________
Signature_________________________________________ Date_______________

Appendix B — The Nomination and Election Process

B-1. GOVERNANCE COMMITTEE

A-The Committee
1. The Governance committee for the ensuing year shall be appointed at the first Board meeting of each year.
a. Composition
This Committee shall consist of not more than five members or fewer than
three. Current officers shall not serve on the committee. The Committee
members elect the chair.
b. Term of Service
A Governance Committee member’s term shall end at the time of the first Board meeting of the ensuing year.
c. Limit of Term
No member shall serve more than three (3) consecutive terms on the
Governance committee, or more than two (2) consecutive terms as Committee
chair.
d. Duties
The Governance committee shall prepare a slate of candidates for the Board
to be eligible for election by the membership at the Annual meeting.

B. THE GOVERNANCE COMMITTEE SHOULD:
1. Be informed by the Secretary of the Board which membersʼ terms are ending
and how many opening are available.
2. Consider, in developing a slate of candidates, the need for diversity in Board
representation. In the process, it should actively seek out the most qualified
candidates in this context.
3. Notify all HLAS members, that each is entitled to stand for nomination and vote. One additional requirement is that, if elected to serve on the HLAS Board, the new Board member must be a member of Hearing Loss Association of America. In seeking suggestions for the Board, it should be made clear that the final selection of a slate for Board membership is the responsibility of the Governance committee. This will be accomplished by inserting the announcement of any open position on the Board in the August/September edition of the HLAS newsletter, on the website, and via Facebook. In this announcement, potential candidates should be informed of the on-line HLAS Reference Manual which clearly delineates what is expected of Board members.
a. All candidates must have submitted their names to the Chair of the Governance
Committee for review in time for November edition of the HLAS newsletter.
b. A biography must accompany each candidate’s application.
c. During the above mentioned period of time, the Governance committee will
review all candidates applications and set up criteria to accept each
candidate application.
5. Prepare a slate of candidates to serve on the following year’s Governance
Committee. These positions will be filled by election by the Hearing Loss
Association of Florida Board of Trustees at its next official meeting.

C. ELECTIONS
1. A notification for candidates for the Board election to submit applications shall be posted in the October and November Chapter newsletter.
2. A notification of the listing the candidates running for the Board shall be published in the December Chapter newsletter. Voters will be able to request candidate biographies by emailing or by making this request to the Nominating Committee Chair. Also, these may appear on the Chapter website.
3. Only members that are in good standing with the Chapter will be eligible to vote.
4. The Board President should invite and encourage all candidates to
attend the December Chapter Meeting, informing them that the election of Board
officers will occur at this meeting.
5. No write-ins are allowed or will be counted; nominations from the floor at the
time of the December Chapter Meeting will not be permitted.
6. At that time, the Governance Committee shall tally the vote.
7. The Chair of the Governance Committee shall announce the results of the
election at the December Board meeting.