HLAK Chapter Bylaws
Hearing Loss Association of Kentuckiana
name of this organization is Hearing
Loss Association of Kentuckiana (“HLAK”),
HLAK is a volunteer organization of people with hearing loss, their relatives, friends, supporters and business contacts. It is a nonprofit, nonsectarian, educational, support, advocacy organization devoted to the welfare and interests of those who have a hearing loss but are committed to participating in the hearing world.
The Objectives of the Chapter are to:
The functions of the Chapter shall be to:
Attendance and membership is open to any person who is interested in the Objectives and Functions of HLAK and the Objectives and Functions of the State and National Organizations.
Rules of Conduct:
1. Eight (8) of these meetings will be educational in nature.
1. Voting may also take place via e-mail or U.S. Mail.
2. Whenever possible, the President will announce via the internet, web site, or newsletter that a vote on an issue is planned.
1. Other meetings may be conducted via the internet.
1. These officers shall be elected by a simple majority vote of the members for a term of two (2) years.
2. These officers and the Immediate Past President shall appoint the officers in # D below.
1. Under special circumstances, the Governing Board may allow an officer to complete/fill a term vacancy and then be elected to the same office.
1. The committee chairs and the Indiana Representative may be elected by their appropriate constituents/members upon the request of the Governing Board.
1. Election results shall be announced at the annual August meeting.
1. Free e-mail accounts may be obtained through the public library.
2. When deemed necessary the Governing Board may vote to suspend this rule for one (1) term.
1. Shall preside at all meetings of the membership and Governing Board.
2. Shall appoint chairpersons of all standing committees determined by the Governing Board and all formed by a vote of the membership.
3. Shall monitor and report activities of KCDHH through the KCDHH HLAK representative.
4. Shall represent the Chapter at local and civic meetings.
5. Shall coordinate obtaining speakers for meetings.
6. Shall speak for the Chapter.
7. Shall maintain rules and regulations in accordance with good protocol and National’s requirements.
8. Shall co-sign all checks with the Treasurer.
9. Shall be an ex-officio non-voting (except for committees chaired) member of all committees except the nominating committee.
10. Shall see that all Chapter decisions are put into effect.
11. Shall see that all Chapter materials are turned over to successors.
12. Shall alert National to changes in offices and complete a brief history and summary of activities.
13. Shall support the State Coordinator/s in their efforts to produce the Kentucky State Fair HLAA/HLAK booth, by supplying membership volunteers.
1. Shall assist the President in all duties
2. Shall temporarily perform the duties of the President when s/he is absent or disabled.
3. Shall be an ex-officio non-voting (except for committees chaired) member of all committees except the Nominating Committee.
4. Shall maintain a list of all Board members and committees.
1. Shall keep minutes of all membership and Governing Board meetings. (May use a copy of the Captioning)
2. Shall handle all correspondence.
3. Shall maintain a membership list with the Membership Chair, President, Editor and Webmaster.
4. Shall maintain an e-mail/group list with the Webmaster.
5. Shall maintain all Chapter records not specifically assigned to someone else
6. Shall maintain a record of all motions and votes.
7. Shall record the proceedings of business meetings so that there can be no question as to what action was taken.
8. Shall co-chair the Membership Committee.
9. Shall assist the Nominations Committee by confirming the validity of the members HLAA membership number.
1. Shall maintain all records of all receipts and disbursements.
2. Shall obtain a copy of receipts or appropriate documents before reimbursing a member.
3. Shall make reports of the financial condition at membership and Governing Board meetings when requested.
4. Shall provide the Secretary with an annual report for publication in the HLAK newsletter.
5. Shall submit regular monthly summaries (financial reports) for the newsletter.
6. Shall co-sign checks with the President.
7. Shall report newsletter payments to the Editor and coordinate a U.S. Mail list.
8. Shall have an internal audit yearly
9. Shall, at the discretion of the Board or when income/disbursements warrant, have an external audit at least every two (2) years (at the change of officers).
10. Shall maintain records/reports as directed by National’s Controller to maintain tax exempt status.
11. Shall complete a 990-EZ or other tax form yearly. (It is important to demonstrate to Grantors that we have a record of good bookkeeping and citizenship even if it is not required.) Tax forms should be completed in a timely fashion.
12. Shall deposit all income and valuable effects in the name of HLAK at depositories designated by the Governing Board.
13. Shall balance bank statements monthly.
14. Shall serve as co-chair of the Ways and Means Committee.
15. Shall turn all records over to incoming Treasurer
1. Shall serve as a member of the Governing Board.
2. Shall serve in activities delegated by the President.
3. Shall advise/assist the President as requested or needed.
1. Shall edit the newsletter.
2. Shall distribute the newsletter via the internet and/or the U.S. Mail.
3. Shall assist the Secretary in maintaining an accurate membership list.
4. Shall maintain the Chapter’s e-mail list in coordination with the Secretary.
5. Shall maintain and coordinate a U.S. Mail Newsletter list with the Treasurer.
1. Shall be the custodian of the club’s past, gathering and recording the present to preserve it for the future.
2. Shall maintain a club scrapbook to document important events in the life of its members and the Chapter.
a. Shall illustrate the growth and accomplishments achieved in the Chapter.
b. Shall add names, dates and short descriptions to scrapbook entries to help future members know what took place.
1. Shall report to the President and act in agreement with the President on needs for PR.
2. Shall establish contacts in the media for publicizing meetings, socials and whatever functions are deemed by the Chapter to need publicity.
3. Shall write/speak for the Chapter with the President's approval when needed.
1. Shall maintain the Chapter’s Website
2. Shall coordinate with National on all website issues.
1. Shall report all committee activities to the President/Vice- President.
2. Shall report committee activities to the membership through the newsletter and meetings.
1. Shall coordinate the activities of the
2. Shall advise the President and the Board of issues
3. Shall communicate with the Indiana State HLAA
4. Shall advise the membership through the newsletter
and meetings of
5. Shall maintain contact with
6. Shall work with the Membership Committee in recruiting
Composition and Duties
Article VIII-Nominations and Elections
1. The slate will be listed within the HLAK July Newsletter prior to the election.
2. Elections shall take place via e-mail/U.S. Mail and results announced at the August meeting.
3. Any HLAK member in good standing may be nominated from the floor or via e-mail prior to the July meeting
4. The Secretary will assist the Nominations Committee in confirming the voters HLAA membership.
a. The ballot could include a tear off section which will have the voter’s HLAA membership number.
b. The Secretary who will not see the ballot will confirm the validity of the number.
c. The Nominations Committee’ members will not have access to the list of members HLAA membership numbers.)
1. Members with Couple or Family Membership shall be entitled to two (2) ballot votes.
2. The Nominations Committee may request that the Governing Board suspend the requirement that officers be online (VI, G) if there are insufficient nominees or a particular promising nominee would not be able to serve. This suspension will last one (1) term and must be requested before June of each election that has this need.
a. This suspension will last one (1) term and must be requested before June of each election that has this need.
b. The membership must be made aware that a rules suspension has taken place so that other nominations can be made.
c. If there are at least two (2) candidates for an office, the request should not be made.
d. The request must be made for each separate office needing the suspension).
Article IX-Rules of Order
In general meetings shall be informal except when business or good order requires more formality.
Article X-Amendments to the Bylaws
1. The motion must be seconded and voted upon.
2. A written draft shall be submitted to the membership via the internet or U.S. Mail 30 days prior to a vote.
3. Two thirds of the votes collected via e-mail and/or
1. A majority of a meeting membership may temporarily approve a 20% reduction in this buffer if it can be demonstrated that the amount will be replaced in a reasonable time and manner.
2. 2/3 voting membership is required to reduce the buffer below $500 longer than the current fiscal year.
3. 2/3 voting membership is required to permanently change the amount of the buffer.
4. 100% of the budget in addition to the $500 buffer is required before money may be spent on a wish list item.
1. The majority of the officers is required to move money (in excess of $100) from one (1) budget item to another while remaining within the total budget.
2. A majority of the voting membership is required to increase the budget
3. Non-budget items of less than $100 may be added by a majority of officers as long as the $500 buffer is not diminished.
1. The majority of the meeting membership can set the priorities (sequence) and add or delete items of the Wish List at any time.
2. When income exceeds the required budget and buffer, the majority of officers may authorize a Wish List expenditure.
1. A majority of the Governing Board may approve their proposals.
Article XII-Grievance Procedure
It is understood that many committee meetings will be conducted via the internet.
1. Shall prepare the slate and coordinate all election processes.
a. See Article VIII.
2. Shall recommend community leaders for our Advisory Board.
1. Shall brainstorm ways to finance projects and raise money for the Chapter
2. Shall present the most promising projects to either the Board or the Chapter
3. Shall lead and direct the projects for all the membership
4. Shall lead and encourage members to take part in fund raising projects
1. Shall plan eight (8) education meetings for each year, October through September.
2. Shall work with the Social Committee to determine which months to plan these meetings.
3. Shall, with the assistance of the President and Vice- President, plan and procure an educator for each meeting.
4. Shall introduce the educator/program at the meetings.
1. Shall plan four (4) festival meetings for each year, October through September.
2. Shall work with the Program Committee to determine which months to plan these meetings.
3. Shall plan and over-see social gatherings.
a. Examples: Dinner Meeting, Theater, Luncheon, Party,
4. Shall supply refreshments (snack and drink) for educational meetings.
1. Shall work to increase and support the membership. It will identify and implement ways to bring people with hearing loss to our meetings.
2. Shall assist non-internet members by connecting them with a buddy to keep them updated on all internet transmissions.
3. Shall work closely with the Secretary, as co-chair, to maintain an accurate membership list.
4. Shall welcome all new attendees, enroll and introduce them to the membership.
5. Maintain and distribute “Newcomer’s Information” folder.
6. Develop a mentoring team.
1. Shall coordinate with the President in providing representation at pertinent public/state meetings.
Article XIV-Advisory Board
An Advisory Board consisting of the Governing Board, four (4) Business Leaders (Accountant, Lawyer, Doctor, P R Specialist etc) and our Audiologist/Professional Advisor shall meet four (4) times per year to discuss connecting HLAK to the community at large, problems of the Chapter in relation to the community, and other business issues as requested by the President or Governing Board.
1. Develop better community relations.
2. Develop name recognition.
3. Develop and maintain a professional/business organization.
4. Develop ways to Educate, Support and Advocate for people with a hearing loss.
5. Position the Chapter for grant support.
1. Initially, two (2) members shall serve for one (1) year and two (2) for two (2) years.)
2. Two (2) members shall rotate off and two (2) new members shall rotate on each year.
1. The simple majority of the Governing Board shall approve all new Advisory Board members.