CALIFORNIA STATE FOSTER PARENT ASSOCIATION, INC.

CALIFORNIA STATE FOSTER PARENT ASSOCIATION, INC. OPERATING PROCEDURES PART II SUBORDINATE CHAPTERS Approved January 22, 2018

1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 32 33 34 35 36 37 38 39 40 41 42 43 44 45 46 47 48 49 50 51 52 CALIFORNIA STATE FOSTER PARENT ASSOCIATION, INC Operating Procedures - Part II Subordinate Chapters INTRODUCTION: Part II of the State Association Operating Procedures governs how the Subordinate Chapters are to operate to follow the State By-laws and these Operating Procedures. They shall also comply with the procedures in Part I (to the extent that they apply to the Chapters). ARTICLE I. CHAPTER MEMBERSHIP IN STATE ASSOCIATION: A. CHAPTER APPLICATION AND RATIFICATION: 1. Each Chapter shall submit an application form, containing the names, addresses, and telephone numbers of all Chapter executive board members, an initial or renewal fee, membership dues, and a list of members not later than January 15, of each year to the CSFPA Membership Chairperson. 2. Chapters shall be ratified at any Board of Directors meeting and their representatives allowed to vote when all application requirements are met and all financial reports, including audits when requested, have been submitted as required by the State Association By-laws and these Operating Procedures. 3. A charter, with the CSFPA corporate seal, shall be issued annually to all member Chapters, signed by the President and Membership Committee Chairperson. 4. The Chapter shall be classified as a non-profit public benefit association organized for the purposes as specified in Section 501(c)(3) of the Internal Revenue Code. a. Have goals and purposes that support the CSFPA purposes and goals. b. Comply with the State Association By-laws and Parts I and II of the State Association s Operating Procedures. c. A Chapter may create their own By-laws and Operating Procedures and shall forward them to the State Association By-laws Chairperson for review and identification of any conflicts with the State Association By-laws and Operating Procedures. d. State By-laws Chairperson shall make 53 54 55 56 57 58 59 60 61 62 63 64 65 66 67 68 69 70 71 72 73 74 75 76 77 78 79 80 81 82 83 84 85 86 87 88 89 90 91 92 93 94 95 96 97 98 99 100 101 102 103 104 recommendations to the Executive Board who shall have final approval authority to direct changes or approve changes as submitted. e. Once submitted and approved, these Bylaws and Operating Procedures do not have to be resubmitted, unless they have been changed. If the Chapter By-laws or Operating Procedures have been changed, they must be re-approved before a Chapter can be ratified at the State Association Board of Directors meetings. 5. Chapters shall, in addition to complying with the requirements of paragraph 1 and 2 above: a. Submit a proposed budget and a listing of all non-cash assets owned by the Chapter (if any), to arrive not later than January 15 th and annually thereafter. b. Submit a letter, signed by all members of the Chapter s Executive Board, certifying that they have read, understand, and will comply with all requirements as specified in the State Association By-laws and Parts I, and II of these Operating Procedures. 6. Chapters shall renew their membership in the State Association by January 15 th of each year. Chapters shall automatically be placed in a Suspension status if the renewal application is not received by February 1 st and shall not use the State Association non-profit status for any activity involving the raising or dispensing of funds. a. They may continue to utilize the CSFPA nonprofit status for the sole purpose of collecting and forwarding membership dues during the month of January. The Chapter shall not conduct any other business involving the collection or disbursement of funds involving the use of the CSFPA nonprofit status until the Chapter membership is ratified. b. In the event of suspension for failure to comply with annual renewal requirements, a Chapter shall request a one-month extension to the State Membership Chair. If not corrected the President and Treasurer shall secure all Chapter assets in a safe and secure manner and cease using the CSFPA non-profit status immediately. They shall forward all funds in Chapter savings and checking accounts to the State Association Treasurer. Such funds shall be returned to that Chapter upon presentation of an application for re-instatement and submission of documents showing compliance with the State Association By-laws

105 106 107 108 109 110 111 112 113 114 115 116 117 118 119 120 121 122 123 124 125 126 127 128 129 130 131 132 133 134 135 136 137 138 139 140 141 142 143 144 145 146 147 148 149 150 151 152 153 154 155 156 and Operating Procedures. A re-instatement fee equal to 1/2 of the annual fee shall apply in addition to any other fees. The funds will be held by the State for 3 years and if no reinstatement they will be deposited in the State s General Fund. B. MEMBERSHIP DEFINITIONS AND LIABILITY: 1. Chapter membership definitions for individuals joining the Chapter shall be the same as defined in the State Association By-laws and Part I, Section II A of the State Associations Operating Procedures. 2. Membership Liability - A member of the Chapter is not, as such, personally be liable for the debts, liabilities, or obligations, provided they are legitimately incurred and approved by appropriate majority vote of the Chapter membership and in compliance with the State Association By-laws and Operating Procedures. C. CHAPTERS SHALL: 1. At the start of each new year, forward a record of all members of the Chapter, showing name, address, and telephone number and emails. Listing shall be sent to the CSFPA Membership Chairperson by January 15 th of each year, showing new memberships and renewals as of that date. Any changes in the Chapter board shall be reported to the CSFPA Membership Chairperson within 15 days of the effective date of the change. Thereafter, all additional renewals of individual memberships and/or new individual membership applications and dues shall be sent to the CSFPA Membership Chairperson. 2. Maintain a membership listing to be printed at least quarterly that shall be available for review by any State Association or by any Chapter member at any general or special meetings of the membership. Chapter membership lists shall be provided to the respective Regional Vice President by the State Membership Chairperson upon request. 3. Registration is not allowed in more than one Chapter. Membership in a Chapter shall automatically require membership in the CSFPA and membership dues shall be paid by the Chapter accordingly. If one member of a licensed or certified foster family couple joins the Chapter, then both members must join the State Association and pay dues accordingly. 4. Develop and maintain adequate and correct 157 158 159 160 161 162 163 164 165 166 167 168 169 170 171 172 173 174 175 176 177 178 179 180 181 182 183 184 185 186 187 188 189 190 191 192 193 194 195 196 197 198 199 200 201 202 203 204 205 206 207 208 bank accounts and appropriate records showing the Chapter's assets, liabilities, receipts, disbursements, and business transactions. Advise the State Association Treasurer of the name and address of the financial institution and the account number used by the Chapter. The name and office (if any) of all persons authorized to sign on this account and notification of any changes in these persons authorized access to the account shall be forwarded within 15 days of occurrence to the State Association Treasurer. 5. Chapters may supplement but may not supersede or enact other By-laws or Operating Procedures that conflict with the CSFPA By-laws and/or Operating Procedures. Any changes to Chapter By-laws must be submitted to the CSFPA By-laws Chairperson for review and recommendation for approval or disapproval to the State Association Executive Board. 6. All Chapters should schedule no less than 6 regular meetings per year and submit this schedule to the State Membership Chair. 7. Chapters of the CSFPA shall not be allowed to have Sub-Chapters or Subordinate Chapters. ARTICLE II. MEMBERSHIP DUES: A. All Chapter members shall pay annual State Association membership dues that are due not later than January 15 th. These dues are established by the State Association Board of Directors and, once established, remain in effect until changed by that Board. Dues are paid for a calendar year and are not prorated or refundable. B. Amount of Chapter annual dues shall be as recommended by the Chapter's Board of Directors and shall be approved by the Chapter membership. Upon receipt of dues, the Treasurer will forward the prescribed amount of the State Association dues to the State Association Membership Chairman, who will then register the applicant as a member of the California State Foster Parent Association. A State Association Membership card for the applicant will be sent to the Chapter Membership Chairperson. ARTICLE III. OFFICERS A. COMPENSATION: Chapter officers and members shall participate in the Chapter activities without compensation except they may be allowed and paid reasonable direct out-of-pocket costs as reimbursement for expenses incurred in

209 210 211 212 213 214 215 216 217 218 219 220 221 222 223 224 225 226 227 228 229 230 231 232 233 234 235 236 237 238 239 240 241 242 243 244 245 246 247 248 249 250 251 252 253 254 255 256 257 258 259 260 the performance of their regular duties. B. NUMBER OF OFFICERS: 1. Chapters shall have a minimum of five members on their Executive Board. The officers of the Chapter shall be a President, two or more Vice Presidents, a Secretary and a Treasurer. The Chapter may also have, as determined by the Board of Directors, other elected officers provided the number of elected officers and standing committee chairpersons is an odd number. No person may hold more than one elected office. 2. Vacancies on the Chapter Board of Directors shall exist (1) on the death, resignation or removal of any director or officer and (2) whenever the number of authorized directors is increased. 3. Vacancies shall be filled through appointment by the President, subject to approval of the Chapter membership. C. TERMS OF OFFICE: The officers shall be elected by the membership only at an annual meeting, except for new Chapters, which may hold elections at the time of formation. The term of office shall be two years, beginning January first of the following year. The President, and second Vice President, shall be elected in evennumbered years and take office in the following odd-numbered year. The first Vice President, Secretary and Treasurer shall be elected in oddnumbered years and take office in the following even-numbered year. Additional Vice Presidents, if any, will be elected in the term as determined by the Chapter membership. D. QUALIFICATIONS AND ELECTIONS: 1. The Chapter Presidents and first Vice- President shall be licensed or certified foster parents, shall be in good standing with their local placing or foster family certifying agency at the time of election, and have been a regular member of the Chapter for a minimum of one year and residents of that Chapter's county. Good standing shall mean that there are no administrative actions pending concerning the license or certification, nor is the home on a Plan of Correction for licensing or certification deficiencies. If any Chapter, new or existing, does not have a licensed or certified foster parent willing to serve as President, that Chapter may apply to the State Executive Board for ratification on a case-by-case basis. 261 262 263 264 265 266 267 268 269 270 271 272 273 274 275 276 277 278 279 280 281 282 283 284 285 286 287 288 289 290 291 292 293 294 295 296 297 298 299 300 301 302 303 304 305 306 307 308 309 310 311 312 2. Secretary or Treasurer - must be a member in good standing with the Chapter for at least one year except that they do not have to be licensed or certified. 3. Spouses may be elected and jointly hold the same office but may not hold different elected offices. In such cases the couple shall have one vote. 4. A majority of the Chapter s Board of Directors shall be foster parents. 5. If an officer of a Chapter should have their license or certification revoked, they shall no longer be eligible to continue to serve in that office, although they may retain their Chapter membership. They shall be allowed to remain in office until final action is taken relative to license/certification revocation, however they shall resign or be removed from office within 15 days of the date of the notice of revocation. Whenever a license/certification is surrendered, the officer shall also resign their position. 6. In those instances where no one on the current Executive Board of an existing Chapter is qualified or willing to run for President, the Chapter may elect, as their President, a foster parent that has been an active member and in good standing with their agency for a minimum of two years. 7. All nominees must be active in association meetings and should have attended at least 50% of the meetings within the past two years prior to nomination. 8. Chapter Elections: a. Proxy ballots shall not be allowed at the Chapter elections. b. Nominees (including those that may be absent from the annual meeting) must, prior to the meeting, agree in writing to serve, if elected. c. To vote, members shall have joined and paid membership dues at least 30 days prior to the meeting at which the elections are held. E. REMOVAL/EXPULSION: 1. Any board member may be removed for failure to perform their duties as specified in the Association and Chapter By-laws and Operating Procedures. 2. Any Chapter member who is found to have acted in a manner detrimental to the Chapter or the CSFPA may be expelled from the Chapter by a two-thirds vote of the Chapter membership. 3. Membership shall be terminated upon a failure

313 314 315 316 317 318 319 320 321 322 323 324 325 326 327 328 329 330 331 332 333 334 335 336 337 338 339 340 341 342 343 344 345 346 347 348 349 350 351 352 353 354 355 356 357 358 359 360 361 362 363 364 of a member to renew his or her membership by paying dues on or before their due date, such termination to be effective thirty days after a written notification of delinquency is given personally or by mail. A member may avoid such termination by paying the amount of delinquent dues within a thirty (30) day period following the mailing of the notification of delinquency. 4. Procedure for Removal/Expulsion: Following the determination that a member or officer should be removed or expelled, the following procedures shall be implemented: a. A notice shall be sent by certified or registered mail to the last address of the member or officer as shown on the Chapter records, setting forth the removal/expulsion and the reasons therefore. Such notice shall be sent at least fifteen (15) days before the proposed effective date of the removal/expulsion. b. The member or officer being removed/expelled shall be given an opportunity to be heard, either orally or in writing, at a hearing to be held not less than five (5) days before the effective date of the proposed removal/expulsion. The hearing will be held by the membership in accordance with the quorum and voting rules set forth in the By-laws and Operating Procedures. The notice to the member or officer of his or her proposed removal/expulsion shall state the date, time, and place of the hearing of his or her proposed removal/expulsion. c. Following the hearing, the membership shall decide whether the member or officer shall be removed/expelled, suspended, or sanctioned in some other way. The decision of the membership shall be final. d. All rights of a member in the Chapter shall cease on termination of membership as herein provided. All rights of an officer removed from office are terminated except the right to membership unless this is included in his Removal/Expulsion. All Chapter records and assets shall be turned over to the Chapter's Board of Directors effective immediately upon removal. ARTICLE IV. COMMITTEES: The Board of Directors may adopt rules and regulations pertaining to the conduct of meetings of committees to the extent that such rules and regulations are not inconsistent with the provisions of these By-laws. 365 366 367 368 369 370 371 372 373 374 375 376 377 378 379 380 381 382 383 384 385 386 387 388 389 390 391 392 393 394 395 396 397 398 399 400 401 402 403 404 405 406 407 408 409 410 411 412 413 414 415 416 A. STANDING COMMITTEES: Committee Chairman are appointed by the President, subject to approval of the membership, and serve at the pleasure of the President. The standing committees are established by a vote of the membership to serve as an ongoing committee. The committee members shall be selected by and serve at the discretion of the Committee Chairperson. All Standing Committee Chairperson's terms of office shall run concurrently (and terminate) with the President's term of office. The Standing Committee shall not obligate the Chapter to financial or other commitments without approval of the Chapter membership. B. ADHOC COMMITTEES: ADHOC committees may be formed from time to time as determined by the Board of Directors. These committees shall be formed for specific purposes and shall be dissolved upon the resolution or completion of the purpose(s) for which they were formed. The Chairman shall be appointed and serve at the discretion of the President. Any recommended actions developed by these committees shall be presented to the Board of Directors for approval and implementation. C. NOMINATING COMMITTEE: 1. The Chapter nominating committee shall be responsible for seeking out and determining qualifications of election nominees for all Chapter offices as provided in these By-laws and Operating Procedures. The committee shall seek out and present eligible candidates from the Chapter membership and its Chairperson shall be elected by the Chapter membership prior to the annual meeting. The nominating committee shall present all candidates who are qualified to the membership for each office up for election, prepare ballots and conduct the elections. Candidates presented must be Chapter members in good standing and must have agreed to serve if elected. 2. The President shall not be appointed to or be allowed to serve on the Nominating Committee. The President's spouse shall not serve on the Nominating Committee. ARTICLE V. CHANGES TO CHAPTER OPERATING PROCEDURES:

417 418 419 420 421 422 423 424 425 426 427 428 429 430 431 432 433 434 435 436 437 438 439 440 441 442 443 444 445 446 447 448 449 450 451 452 453 454 455 456 457 458 459 460 461 462 463 464 465 466 467 468 Parts 1, II, and III of the State Association Operating Procedures may be changed or new Operating Procedures enacted and approved at any State Association Board of Director s meeting and shall be effective immediately. However, supplemented Chapter Operating Procedures may be changed only by a twothirds vote at the Chapter s annual meeting, provided the proposed changes or new Operating Procedures are stated in full in a notice to the membership given in person or mailed 30 days prior to the meeting approved by State Executive Board. ARTICLE VI. PARLIAMENTARY PROCEDURES: Parliamentary procedure will, in most cases, be on an informal basis, except in times of dissention, when ROBERT'S RULES OF ORDER, REVISED shall govern, or when they are inconsistent with the By-laws of the Chapter. Robert's Rules of Order Revised will be in order at the discretion of the President. ARTICLE VII. OFFICER DUTIES: A. DUTIES OF PRESIDENT: The Chapter President shall be the Chief Executive Officer of the Chapter and shall, subject to the control of the Board of Directors, supervise and administer the affairs of the Chapter and the activities of the officers. He or she shall ensure compliance with the State Association By-laws and Operating Procedures always. He or she shall perform all duties incident to his or her office and such other duties as may be required by law, or by these Bylaws, or as may be prescribed from time to time by vote of the Chapter membership. In addition, the President shall: (1) Preside at all official meetings of the boards and of the members. Except as otherwise expressly provided by law, or by these By-laws and Operating Procedures, he or she shall, in the name of the Chapter, execute all legal documents or other instruments that may from time to time be authorized by the Chapter membership. (2) Appoint standing committee Chairpersons, except Nominations, as needed subject to approval of the Chapter membership. The Committee Chairpersons shall serve at the discretion of the President. (3) Be an Ex-Officio member of all Committees except Nominating Committee. (4) Appoint a 469 470 471 472 473 474 475 476 477 478 479 480 481 482 483 484 485 486 487 488 489 490 491 492 493 494 495 496 497 498 499 500 501 502 503 504 505 506 507 508 509 510 511 512 513 514 515 516 517 518 519 520 Parliamentarian at own discretion. (5) Appoint legal counsel subject to approval of the Executive Board. (6) Abstain from voting except to cast the deciding vote in the event of a tied issue at board meetings and official meetings of the members. (7) Officially and publicly represent the Chapter. The President may designate other members and/or alternates to officially represent the Chapter for specified purposes. (8) Ensure that Chapter funds are not spent except in strict accordance with the approved budget or by majority vote of the membership after the budget is approved. (9) As immediate Past President (if qualified), maintain an advisory position on the Chapter Executive Board with full voting privileges. B. DUTIES OF FIRST VICE PRESIDENT: In the absence of the President, or in the event of his or her inability or refusal to act, the First Vice President shall perform all the duties of the President, and when so acting shall have all the powers and perform such other duties as may be prescribed by law, or by these By-laws, or as may be prescribed by the Board of Directors. C. DUTIES OF SECOND VICE PRESIDENT: In the absence of the President and the first Vice President, or in the event of their inability or refusal to act, the second Vice President shall perform all the duties of the President, and when so acting shall have all the powers and perform such other duties as may be prescribed by law, or by these By-laws, or as may be prescribed by the Chapter membership. D. DUTIES OF SECRETARY: The Secretary shall: (1) Certify and keep at the principal office of the Chapter the original, or a copy of these Bylaws as amended or otherwise altered to date. (2) Maintain a book of minutes of all meetings of the directors, and, if applicable, meetings of committees of directors and of members, recording therein the time and place of holding, whether regular or special, how called, how notice thereof was given, the names of those present or represented at the meeting, and the proceedings thereof. Keep such records at the principal office of the Chapter or at such other place as the board may determine. (3) Maintain a separate "Book of Motions", recording therein all motions passed at all official meetings, including

521 522 523 524 525 526 527 528 529 530 531 532 533 534 535 536 537 538 539 540 541 542 543 544 545 546 547 548 549 550 551 552 553 554 555 556 557 558 559 560 561 562 563 564 565 566 567 568 569 570 571 572 date and exact wording of the motions as passed. (4) See that all notices are duly given in accordance with the provisions of these By-laws or as required by law. (5) Keep such records at the principal office of the Chapter. Maintain a membership book containing the name and address of each member. (6) Exhibit at all reasonable times to any member of the Chapter on written request therefore, the By-laws, the membership book, and the minutes of the proceedings of the directors of the Chapter or membership. (7) In general, perform all duties incident to the office of Secretary and such other duties as may be required by law, or by these By-laws, or which may be assigned to him or her from time to time by the Board of Directors. E. DUTIES OF TREASURER: The Treasurer shall: (1) Have charge and custody of, and be responsible for, all funds and securities of the Chapter and deposit all such funds in the name of the Chapter in such banks, trust companies, or other depositories as shall be selected by the Board of Directors. (2) Receive, and give receipt for, all monies due and payable to the Chapter from any source whatsoever. (3) Disburse, or cause to be disbursed, the funds of the Chapter only in accordance with the approved budget and/or by a motion approved by a majority vote of the membership, obtaining and maintaining proper vouchers or receipts for and prior to all disbursements. (4) Keep/maintain adequate and correct accounts of the Chapter's business transactions, including accounts of its assets, liabilities, receipts, disbursements, gains and losses. (5) Maintain and make available all records as required to support an annual audit. (6) Exhibit at all reasonable times the books of account and financial records to any member of the Chapter on written request therefore. (7) Make a report of the Chapter's financial status at all regularly scheduled meetings, identifying any income received and expenses incurred since the last report. Render to the President and directors, whenever requested, an account of any or all of his or her transactions as Treasurer and of the financial condition of the Chapter. (8) Prepare, or cause to be prepared, and certify, or cause to be certified, the financial statements as required. Submit financial statements to the CSFPA as may be directed by the parent association. (9) In 573 574 575 576 577 578 579 580 general, perform all duties incident to the office of Treasurer and such other duties as may be required by law, or by these By-laws, or which may be assigned to him or her from time to time by the Board of Directors. Approved January 22, 2018 Quarterly Meeting