About the Oklahoma Tribal Child Care Association
Article I –NAME
The name of this association shall be the Oklahoma Tribal Child Care Association (OTTCA).
Article II – MISSION STATEMENT
The purpose of the Oklahoma Tribal Child Care Association is to establish coordination among tribal child care programs in Oklahoma, provide assistance and information to Oklahoma Tribal child care programs and to advocate for the provision of child care for Oklahoma’s Indian children.
Article III – OFFICE
The principle office of the Association shall be located at such place as the Board of Directors may designate.
Article IV – MEMBERSHIP
There shall be two categories of membership in the Oklahoma Tribal Child Care Association, which shall be full member and associate member.
Section I – Full Member
Full Membership shall be open to any Indian Tribe or Tribal organization which has been awarded a Child Care and Development Block Grant for the purposes of carrying out programs which increase the availability, affordability and quality of child care and early childhood development programs. Full membership shall take place upon approval of the Board of Directors and upon payment of annual dues. Full membership shall entitle the member Tribe to one vote in conducting Association business. Any full member, no longer receiving Child Care and Development Block Grant funds shall revert to associate membership status.
Section 2 – Associate Membership
Associate membership shall be open to any individual, group of individuals or public or private agency not eligible in section 1 or Article II, who wish to act in a supporting capacity regarding the association. Associate members shall be entitled to all privileges with the exception of voting. Associate membership shall take effect upon approval of the Board of Directors and upon payment of dues.
Section 3 – Membership Application
Any Indian tribe or tribal organization interested in obtaining membership in the Association shall submit a written and signed application in a form approved by the Board of Directors to the Secretary of the Board. Each application shall be considered by the board of Directors at its regular meeting or at any special meeting of the board. Applications, which are approved, shall become members of the Association at the time dues are paid. Membership shall be in effect until the end of the Association fiscal year.
Section 4 – Termination of Membership
The Board of Directors, by affirmative vote of 2/3 of all the members of the Board may suspend or expel a member or an associate member for cause, after an appropriate hearing.
Section 5 – Membership Withdrawal
Any member or associate member may withdraw from the Association by filing a written intent to withdraw with the Secretary.
Section 6 – Dues
Dues shall be set by vote of the membership upon recommendation of the Board of Directors.
ARTICLE V – BOARD OF DIRECTORS
Section 1 – General Responsibilities
The Board of Directors shall be vested with the management and administration of the Association. The Board of Directors shall exercise all such powers of the Association as directed or required by these by-laws. In addition to the duties and powers otherwise delegated to the Board of Directors in these by-laws, the duties and powers of the Board of Directors shall be:
To adopt such policies of the Association as may be consistent with these By-laws designed to carry out the objectives of the Association.
To publish annually a written report of the activities of the Association.
Section 2 – Number, Tenure and Qualifications
A member of the Board of Directors must be a staff member of a Tribal Child Care program and a full member of the Association in good standing. The Board of Directors shall be composed of the officers of the Board of Directors, --- regional representatives, consisting of one representative from each region designated by the Board of Directors. Each member of the Board of Directors shall hold office for a term of two years.
Section 3 – Election of the Board of Directors – Regional Representatives
Election of the regional representatives of the Board of Directors will take place at the annual meeting. Even regions will be elected in even years, odd regions being elected in odd years.
Section 4 – Vacancy
The Board of Directors shall fill by appointment any vacancy occurring in the Board’s regional representatives for an unexpired term, upon recommendation of the members of the region in which the vacancy occurs.
Section 5 – Removal
Any member of the Board of Directors who fails to attend three consecutive meetings of the Board shall be automatically removed from the Board. The Secretary, in writing, following two consecutive absences, must advise the member of this provision. Any member of the Board may be removed by the membership at any meeting when in their judgment the best interest of the Association will be served. Such removal shall require 2/3 vote of the total number of members of the association.
ARTICLE VI – DUTIES OF OFFICERS
Section 1 – Duties and Responsibilities
The Chair shall be the chief officer of the Association and shall preside at meetings of the Association and the Board of Directors. The Chair shall, with the approval of the Board of Directors, appoint the chairpersons of all standing and special committees, and be a member ex-officio with a vote, of all standing committees. He or she shall sign all contracts and obligations authorized by the Board of Directors. The Chairperson shall be one of the persons empowered to sign checks on behalf of the association. The Chairperson of the association shall also serve as the Regional representative to the National Indian Child Care Association.
The Vice Chair/Treasurer shall succeed automatically to the office of Chairperson upon the death, resignation, removal or incapacity of the Chairperson. The Vice Chair/Treasurer shall perform all duties of the Chairperson in the event of temporary absence or temporary inability of the chair to act. Upon the Chair’s request, the Vice Chair shall represent the Chair at meetings of any standing or special committee. The Vice/Chair Treasurer shall be responsible for the funds of the Association. He or she shall be empowered to sign checks, drafts, and/or other papers requiring the payment of money. The Vice Chair/Treasurer shall cause all lawful debts and obligations of the Association to be paid upon certification by the person or persons authorizing the indebtedness, shall keep or cause to be kept an account of all receipts and disbursements and shall report routinely to the Board of Directors and to the membership as to the financial standing of the Association. He or she shall furnish an annual statement of all receipts and disbursements of the Association at each annual meeting of the Association. This officer may be required to furnish a surety bond. The Vice Chair/Treasurer shall be the official purchasing agent of the Association.
Section 2 – Election and Terms of Office
The officers of the Association shall be elected from among the membership by ballot vote of the majority of such member at the annual meeting. Each officer elected shall hold a term of two years and until his/her successor shall have been elected or until he/she is removed from office as provided in section 3 of this article. The election of offices is to be staggered, the Chair and secretary to be elected in odd years and the Vice Chair to be elected in even years.
Section 3 – Removal of Officers
Any officer elected or appointed by the Board of Directors may be removed at any time with “cause” by the affirmative vote of the directors then in office. Such “cause” shall be reflected in the minutes of the meeting.
ARTICLE VII – COMMITTEES
Section 1 – Authority
The Chair of the Association shall appoint standing and special committees and Chairpersons for those committees by written commission, which defines structure, function, responsibilities, limits of authority and terms.
Section 2 – Composition
Committee members may be chosen from the Association membership, whether they will be full or associate members, or from non-members; chairpersons of committees shall be chosen from among the association general membership.
Section 3 – Reporting
Each committee chairperson shall make a report at each regular meeting of the Association and/or the Board of Directors. Standing committees shall make an annual report; special committees shall issue a final report at the conclusion of their respective task or terms of appointment.
Section 4 – Executive Committee
The executive committee shall consist of the officers of the Association. The
executive committee shall perform the function of the Board of Directors in the management of affairs of the corporation during the intervals between meetings of the Board of Directors. Actions to be taken on major policy or funding issues will require full membership vote.
All action taken by the executive committee shall be reported at the next board meeting.
ARTICLE VIII – MEETINGS
Section 1 – Regular Meetings
The Association membership shall meet quarterly to conduct business. The Board of Directors shall determine and announce the dates of all regular meetings at the first Board meeting of each fiscal year and transmit said information to the membership.
Section 2 – Special Meetings
Special meetings may be called by the Chair or by a majority of the Board of Directors upon certification to the secretary of the Association to conduct such association business as may be considered of an emergency nature.
Section 3 – Board of Directors Meetings
The Board of Directors shall meet quarterly at a location designated by the Chair of the Association. Any or all of the Boards of Directors may participate in a meeting of the Board of Directors by means of conference telephone call or any means by which all persons in the meeting are able to hear one another. Such participation shall constitute presence in the meeting.
Section 4 – Executive Committee Meetings
The executive committee shall meet at the call of the Chair or upon written request of two committee members.
Section 5 – Quorum
Annual meetings. A quorum for annual meeting shall be the members present.
Committee meetings. A quorum for committee meetings shall be those committee members attending.
Board meeting. A quorum for a Board of Directors meeting shall be a simple majority of the duly elected members present.
Executive Committee meeting. A quorum for executive meetings shall be two members.
Section 6 – Voting
Unless otherwise specified by these by-laws, each member shall be entitled to one vote on all matters requiring a vote of the membership. Members must be present to vote in any Association business.
ARTICLE IX – BUSINESS POLICIES AND PROCEDURES
Section 1 – General Provisions
The Association shall maintain the official books and records that shall be housed with the appropriate Officer. All checks, drafts or other orders for the payment of money and all notes or other evidence of such indebtedness issues in the name of the Association shall be signed by two officers of the Association and in such a manner as may be provided for in these by-laws and /or determined by resolution of the Board of Directors. Generally accepted accounting procedures shall be employed by the Association.
Section 2 – Depositories
All funds of the Association not otherwise employed shall be deposited from time to time to the credit of the Association in such banks, trust companies or other depositories that the Board of Directors designate.
Section 3 – Investments
Unless otherwise specified by the terms of a particular gift, bequest, grant or other instrument, the funds of the Association may be invested from time to time in such manner as the membership may deem advantageous with regard to restrictions applicable to trustees or trust funds.
Section 4 – Fiscal Year
The association shall operate on a fiscal year that shall run from October 1 through September 30.
ARTICLE X – LEGAL COUNSEL
All matters involving interpretation of Federal or State law, local ordinances and tax questions shall be promptly referred to Legal Counsel for opinion and advice.
ARTICLE XI – AMENDMENTS
These by-laws may be altered, amended or repealed and new or other by-laws may be made at a special meeting called for that purpose, provided that there are ten working days notice prior to such meeting. Affirmative vote of 2/3 majority of the membership present shall be required to alter, amend or repeal these by-laws.
Amendment accepted at the OTCCA quarterly meeting, September 22, 1998. To be added to the OTCCA by-laws.
DUTIES OF THE SECRETARY
To keep a record of all the proceedings of the association.
To keep on file all committee reports.
To keep the association’s official membership roll.
To make the minutes and records available to members upon request.
To notify officers, committee members of their election, to furnish committees with whatever documents are required for performance of their duties, and to have on hand at each meeting a list of all existing committees and their members.
To maintain record ledgers which the bylaws, special rules of order, standing rules, and minutes are entered, with any amendments to these documents properly recorded, and to have the current record ledgers on hand at every meeting.
To send out to the membership a notice of each meeting.
To prepare, prior to each meeting, an order of business.
P.O. Box 557
Glenpool, OK 74033
To establish coordination among Tribal child care programs in Oklahoma, provide assistance and information to Oklahoma Tribal child care programs, and to advocate for the provision of child care for Oklahoma’s Indian children.