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Bylaws

GIRL SCOUTS - DIAMONDS OF ARKANSAS, OKLAHOMA AND TEXAS

AMENDED AND RESTATED BYLAWS

ARTICLE I – CORPORATE IDENTITY 

Section 1.1.  Statement of Mission/Purpose. 

To build girls of courage, confidence and character who make the world a better place.   

Section 1.2.  Name of Corporation. 

The name of this corporation shall be Girl Scouts-Diamonds of Arkansas, Oklahoma and Texas. The Girl Scouts-Diamonds of Arkansas, Oklahoma and Texas is a non–profit corporation organized under the statutes of the State of Arkansas and recognized as tax-exempt under Section 501(c)(3) of the Internal Revenue Code of 1986 as from time to time revised.   

ARTICLE II – CORPORATE STRUCTURE 

Section 2.1. Corporate Structure. 

The Council is a not for profit corporation and all corporate rights of the Council rest with the Board of Directors of the Council (the “Board”). 

(a)    The Board shall divide the Council’s jurisdiction into such number of “Governance Regions” as the Board may determine are appropriate for governance and for such other purposes as the Board may, from time to time, determine appropriate.   

Section 2.2. Membership in the Girl Scout Movement. 

The Council shall register members of the Girl Scout Movement according to the policies and directives of the Girl Scouts of the United States of America (“GSUSA”).  Notwithstanding the foregoing, the Council shall have no members, as provided in the Arkansas Nonprofit Corporation Act, Arkansas Code Annotated Section 4-33-603.   

Section 2.3. Annual Meeting. 

Within each fiscal year there shall be an Annual Meeting of the Council held for the purpose of election of Directors and Board Officers of the Council and any other business or transactions as shall come before the council.

a.   A quorum for conducting business of the annual meeting will be considered to be one quarter of the seated members of the Membership Governance Assembly (MGA), Board of Directors, and Board Development Committee. 

b.     All information/reports pertinent to the Annual Meeting will be sent to the above mentioned groups (voting members) no later than 30 days before Annual Meeting date.     

ARTICLE III – BOARD OF DIRECTORS 

Section 3.1. Members of the Board of Directors. 

There shall be a Board of Directors of the Council that shall consist of no fewer than 19 and no more than 23 members (each such member, a “Director”), including Board Officers (as defined below). 

a)     The composition of the Board of Directors will be structured in order to reflect the geographical diversity of the Council. 

b)     A minimum of two and maximum of six board members will represent each governance region.    

Section 3.2. General Powers and Responsibilities. 

The Board shall have the ultimate responsibility for the Council.  The Board shall be responsible for the following: 

a)     Ensuring the achievement of the Girl Scout Mission; 

b)     Employing, supervising, evaluating and removing the President/Chief Executive Officer (“President/CEO”) of the Council; 

c)     Establishing and monitoring the enforcement of major policy matters; 

d)     Raising funds for the Council’s operations and properties; 

e)     Preserving the financial integrity of the Council; 

f)      With the assistance of the President/CEO, formulating major strategic thinking, long and short-term goals, and vision statements for the Council as a whole; and 

g)     Developing and maintaining a Community Advisory Board for the region that he or she represents, as described in Section 7.8.   

Section 3.3. Qualifications.

All Directors shall be elected from a slate of nominees prepared by the Board Development Committee in accordance with the process described in Section 7.2 (Board Development Committee) of these bylaws. 

a)     All Directors shall be members of the Girl Scout Movement. 

b)     All Directors shall reside in one of the following areas:  Arkansas, less and except Crittenden County;  Oklahoma, counties of Adair, Sequoyah and Leflore; and Texas, counties of Bowie and Cass. 

c)     Board members are not allowed to serve in any council operational position concurrently with board term.   

Section 3.4. Term of Office. 

The term of office for a Director shall be three years, or until his or her successor is elected and assumes office or until his or her earlier death, resignation or removal.  

a)     The term of office shall begin at the close of the annual meeting of the Council.  

b)     Terms of office shall be staggered so that approximately one-third of the terms expire each year 

c)     A Director shall not serve more than two consecutive terms unless that Director is also a Board Officer serving subject to the terms set forth in Section 4.3 (Term of Board Officers) of these bylaws. 

d)     Upon serving two consecutive terms, except in the case of a Director who is also a Board Officer, a Director may not be reelected to the Board for a period of at least one year before being considered for election to another term. 

e)     For purposes of this Section, a Director who has served more than one-half of a term shall be considered to have served a full term.   

*.  To establish the staggering of terms in the first years of these new bylaws council, one-third of the directors from each governance area was assigned a one-year term, one-third of the directors from each governance area was assigned a two-year term, and one-third of the directors from each governance area was assigned a three-year term.   

Section 3.5. Vacancies.  

Any vacancy on the Board that occurs prior to the end of an elected term shall be filled for the remaining portion of that term by a majority vote of the Board then in office.  

a)     The candidate(s) for any vacancy shall be nominated by the Board Development Committee.  

b)     Any Director so elected shall begin his or her term upon election by the Board and shall hold office for the remaining portion of the term of that directorship or until his or her successor is elected and assumes office in accordance with the process prescribed in Section 7.2 (Board Development Committee) of these bylaws.   

Section 3.6.  Resignation.    

Any Director of the Council may resign at any time by giving written notice to the Chairperson or Secretary of the Board.  The resignation of any Director shall take effect at the time specified therein and the acceptance of such resignation shall not be necessary to make it effective.   

Section 3.7. Compensation of the Board of Directors. 

Directors shall serve without compensation except that reasonable out-of-pocket expenses may be reimbursed according to the policies and guidelines for expense reimbursement as established by the Executive Committee.   

Section 3.8. Regular Meetings.  

There shall be at least four meetings of the Board each year, one of which may be the annual meeting.  The meetings shall be held at such time and place as the Board may determine.   

Section 3.9. Special Meetings.  

Special meetings of the Board may be called by the Board Chairperson, or upon written request of any five members of the Board.   

Section 3.10. Notices. 

Any notices required by law or by these bylaws to be given may be given in person; by telephone, facsimile, email, other electronic transmission or any other form of wire or wireless communication; by mail or private carrier; or by any other means permitted by the Arkansas Nonprofit Corporation Act, Arkansas Code Annotated Section 7-126-101. 

a)     Notice stating the place, date, and hour of any regular meeting shall be given not less than 14 days prior to any regular meeting date. 

b)     Notice stating the place, date, hour, and purpose of a special meeting shall be given (i) in the case of notice provided in person or by telephone, facsimile, email, other electronic transmission or any other form of wire or wireless communication electronic means, not less than 48 hours prior to any such special meeting date, and (ii) in the case of notice provided by mail or private carrier, not less than five days prior to any such special meeting date. 

c)     Notice stating the place, date, and hour of the Annual Meeting shall be given not less than 30 days prior to any such annual meeting date.   

Section 3.11. Quorum. 

Except as otherwise provided by statute or by these bylaws, a simple majority of the Directors elected shall be required to constitute a quorum for the transaction of business at any meeting, and the act of a simple majority of the Directors present at any meeting, at which a quorum is present, shall be deemed the action of the Board. 

Section 3.12. Board Meetings Other than in Person. 

a)     Members of the Board may participate in a meeting by means of conference telephone or similar communications equipment by which all persons participating can hear each other and be heard at the same time.  Such participation will constitute presence in person at the meeting. 

b)     There can be no action without a meeting.   

Section 3.13. Removal of Directors and Board Officers. 

Any Director or Board Officer may be removed with or without cause at any time by a 2/3 vote of all duly qualified and seated Directors at a special meeting of the Directors called for that purpose.  Notice of such special meeting shall be given in accordance with the procedures set forth in Section 3.10 (Notices) of these bylaws. 

a)     When any Director fails to attend two meetings in a term of the Board and such absences are unexcused, the Board shall declare the directorship vacant. 

b)     If a Director who is also serving as a Board Officer is removed as provided in this Section, the Director shall also be removed from such Board Office by virtue of his or her removal from the Board. 

c)     Vacancies in the Board that are created pursuant to this Section shall be filled according to the provisions of Section 4.4 (Vacancies) of these bylaws.   

Section 3.14. Proxies. 

Voting by proxies shall not be permitted.   

ARTICLE IV – BOARD OFFICERS 

Section 4.1. Board Officers. 

The Board shall have the following officers selected from among its members pursuant to Section 4.2 (Election of Board Officers) of these bylaws: Chairperson of the Board, First Vice Chairperson of the Board, Second Vice Chairperson of the Board, Secretary of the Board, and Treasurer of the Board, hereinafter referred to as “Board Offices” and “Board Officers.”   

Section 4.2. Election of Board Officers. 

The Chairperson, First Vice Chairperson, Second Vice Chairperson, Secretary, and Treasurer, who shall all be members of the Board, shall be elected at the annual meeting of the Council from a single slate of candidates provided by the Board Development Committee.   

Section 4.3. Term of Board Officers. 

The term of office of each Board Officer shall be three years, or until his or her successor is elected and assumes office or until his or her earlier death, resignation or removal. 

a)     The Vice Chairpersons, Secretary, Treasurer shall be elected for a term of 3 years or until their successors are elected, and shall serve for no more than three consecutive terms in any one or more of these offices. 

b)     Regardless of the number of consecutive terms any person shall have served in any one or more of these offices, other than that of Chairperson, such person shall be eligible to serve two consecutive terms as Chair.  

c)     Terms of office shall begin at the close of the annual meeting of the Council. 

d)     A person who has served more than one-half of a term as a Board Officer shall be considered to have served a full term for the purpose of determining eligibility to serve additional terms.   

* To establish staggered terms for new council Board, the first term of the Board Chairperson, Second Vice Chairperson, and Secretary shall be three years.  The initial term of the First Vice-Chairperson and Treasurer shall be two (2) years.   

Section 4.4. Vacancies. 

If a vacancy occurs in any Board Office, other than that of Chairperson, a replacement shall be nominated by the Board Development Committee and elected by the Board to serve the unexpired term.  In the case of a vacancy in the office of the Chairperson, the First Vice Chairperson shall succeed as Chairperson to serve the unexpired term.    

Section 4.5. Removal of a Board Officer. 

A Board Officer may be removed from office with or without cause according to the provisions in Section 3.13 (Removal of Directors and Board Officers) of these bylaws.    Section 4.6. Duties of the Board Officers. 

(a)   The Chairperson shall 

1.     Preside at all meetings of the Board and the Executive Committee; 

2.     Be responsible for ensuring that the direction and the actions given by the Board are carried into effect; 

3.     Appoint a secretary pro-tem in the absence of the Secretary; 

4.     Be an ex-officio member, without vote, of all Board-appointed committees and task groups with the exception of the Board Development Committee; 

5.     Perform other related duties as are prescribed by these bylaws or the parliamentary authority, and/or assigned by the Board; and 

6.     Supervise and evaluate the work of the President/Chief Executive Officer. 

(b) The First Vice Chairperson shall 

1.     Assist the Chairperson in duties as assigned; 

2.     Perform the duties of the Chairperson in the event of temporary absence or disability; 

3.     In the case of a vacancy in the office of the Chairperson, the First Vice Chairperson shall succeed as Chairperson to serve the unexpired term, and 

4.      Perform other related duties as are prescribed by these bylaws or the parliamentary authority, and/or assigned by the Chairperson or the Board. 

(c) The Second Vice Chairperson shall 

1.      Be assigned as Chairperson of the Membership Governance Assembly as described in Section 7.3 Membership Governance Assembly of these bylaws; and 

2.      Perform other related duties as are prescribed by these bylaws or the parliamentary authority, and/or assigned by the Chairperson or the Board.  

(d) The Secretary shall 

1.      Be responsible for ensuring that all notices of the meetings of the Board and the Executive Committee are sent; 

2.      Be responsible for ensuring that the minutes of all such meetings are kept; 

3.      Be responsible for the safeguarding of the corporate books, records, and files; and 

4.      Perform other related duties as are prescribed by these bylaws or the parliamentary authority, and/or assigned by the Chairperson or the Board.     

(e) The Treasurer shall 

1.      Be responsible for establishment of fiscal controls, receipt, and custody of all assets of the Council; 

2.      Be responsible for monitoring the disbursements as authorized by the Board; 

3.      Be responsible for reporting the receipt, use, and disbursement of all assets of the Council; 

4.      Be assigned Ex Officio on the Audit Committee; 

5.      Be assigned as Vice-Chairperson of the Finance Committee; and 

6.      Perform other related duties as are prescribed by these bylaws or the parliamentary authority, and/or assigned by the Chairperson or the Board.   

Section 4.7. Resignation of Board Officers. 

Any Board Officer may resign from such office at any time by giving written notice to the Chairperson or Secretary of the Board.  The resignation of any Board Officer shall take effect at the time specified therein and the acceptance of such resignation shall not be necessary to make it effective. The resignation of any board officer constitutes a resignation from the board of directors.   

ARTICLE V- CORPORATE OFFICERS 

Section 5.1. President/Chief Executive Officer. 

a)       The Board shall employ a President/CEO who shall have the right to speak at any meeting and address the Board. 

b)       The President/CEO shall have the responsibility for the operational functions of the Council and be responsible for administering the total operations of the Council; have other powers and perform other related duties as from time to time assigned, through the Chairperson, by the Board; and have the authority to employ and release all employed staff of the Council in accordance with the policies adopted by the Board.   

Section 5.2. Other Corporate Officers. 

a)       The President/CEO may appoint such other officers, staff members and agents of the Council as he or she deems advisable, who shall hold their office for such terms and shall exercise and perform such powers and duties as shall be determined from time to time by the President/CEO.  Such officers may include a Chief Financial Officer, Vice Presidents, or any other officers the President/CEO deems appropriate. 

b)       Such officers, staff members and agents shall report to the President/CEO or to such other person(s) as may be designated by the President/CEO.   

ARTICLE VI – NATIONAL COUNCIL DELEGATES 

Delegates, whom the Council is entitled to elect to the National Council of the GSUSA, shall be elected at the Annual Meeting of the Council in the year preceding the regular meeting of the National Council. 

a)      Two alternate Delegates will also be elected to serve as needed due to vacancies. 

b)      The Board Development Committee shall submit a slate of names to the Board for consideration in the number of Delegates allowed by GSUSA.  

c)      The Board, or the Executive Committee in the absence of a meeting of the Board, shall have the power to fill vacancies in Delegates until the next meeting at which Delegates are to be elected.  

d)     Delegates shall be citizens of the United States of America; shall be elected from the active members of the Girl Scout Movement and the Girl Scouts—Diamonds of Arkansas, Oklahoma and Texas who are 14 years of age or older and who are registered through the corporate registration process and are in good standing with GSUSA; and shall serve for a term of three years from the date of their election, or until their successors are elected.  

e)      Delegates may, if elected, serve successive terms without limitation.   

ARTICLE VII – COMMITTEES 

Section 7.1. Executive Committee. 

There shall be an Executive Committee, which shall consist of the Board Officers and two additional Directors elected by the Board from among its members at the first regular meeting of the board following the Annual Meeting of the Council.  

a)      The Chairperson shall be the Chair of the Executive Committee.  

b)      The President/CEO shall serve on the Executive Committee as an ex-officio member without vote. 

c)      The responsibilities of the Executive Committee include, but are not limited to, the following:  To exercise the powers of the Board in the interim between Board meetings, except that the Executive Committee shall not have the power to adopt a budget, or to take any action which is contrary to, or a substantial departure from, existing Board policies or procedures, or which represents a major change in the affairs, business, or policy of the Council.  

d)     The Executive Committee shall submit reports of all actions taken by the Executive Committee to the Board within two weeks following each Executive Committee meeting. 

e)      The Executive Committee shall meet at the call of the Chairperson at such times when it is not feasible for the entire Board to convene.  

f)       Notice of the time, place and purpose of the meeting shall be provided in the same manner as a special meeting of the board as set forth in Section 3.10 (Notices). 

g)      A majority of the Executive Committee members shall be present in person or by telephone conference call or similar communications equipment by which all persons participating can hear each other and be heard at the same time to constitute a quorum for the transaction of business.  

h)      The vote of a majority of all duly qualified Executive Committee members is required to constitute a decision or action by the Executive Committee.   

Section 7.2. Board Development Committee. 

Members of the Board Development Committee will be elected each year at the Annual Meeting of the Council from a single slate of nominees prepared by the Board Development Committee. The Board Development Committee shall consist of the following: 

a)      The number of Board Development Committee members shall be no fewer than seven members and no greater than nine members.  Effort shall be made to ensure geographical representation on the Board Development Committee to include, but not be limited to, a representative on the Board Development Committee from each of the Governance Regions of the Council.  

b)      At least two and no more than four of the members of the Board Development Committee shall be current members of the Board. 

c)      Terms of the Board Development Committee shall be divided, as equally as possible, into staggered terms. d)     Each member of the Board Development Committee shall serve for three years.  Board Development Committee members may not be elected to successive terms.  

e)      The Board Development Committee shall elect its own Chairperson each year. 

f)       Vacancies in the Board Development Committee shall be filled by appointment by the Chairperson of the Board Development Committee with Board approval for the unexpired portion of the vacated term.  

g)      An appointed member of the Board Development Committee who has served less than one-half of a term shall be eligible for election to a full term following completion of the partial term.  

h)      The regional representation on the Board Development Committee shall be preserved when vacancies are filled by appointment. 

i)        The role of the Board Development Committee may from time to time be altered or assigned by the Board, but shall include: 

1)      Soliciting and recruiting candidates for all elected positions of the Council; 

2)      Providing a slate of candidates for Board Member, Board Officer and Board Development Committee positions. 

3)      Providing a slate of candidates for the National Delegates of the Council. 

4)      Providing a slate of candidates for the Membership Governance Assembly to the board 90 days before the Annual Meeting for board approval. 

5)      Collaborating with the Board on: 

a.       Orientation and continuing education; 

b.      Identification of prospects Board and committee members; 

c.       Succession planning; and 

d.      Assessment of Board performance   

Section 7.3. Membership Governance Assembly. 

There shall be a standing Membership Governance Assembly composed of registered adults and girls age 14 and older and chaired by the Second Vice Chairperson with the responsibility of facilitating strategic and policy input to the Board of Directors.

a.       Any registered adult member or girl member (14 years and older) may apply or be recommended for MGA 

b.      Candidates/applicants will be vetted by Board Development and approved by the Board of Directors at any regular meeting of the Board of Directors.  

c.       The MGA shall be comprised of the following members:   

i. The number of members of the MGA will be determined by a formula administered by the board utilizing September 30, year-end girl membership numbers. 

Current Formula:
Up to two adult members to represent each governance region, plus an additional adult member for every 500 girl members. (No rounding up) Up to two girls from each region regardless of membership numbers.

ii.      the National Council Delegates described in Article VI with the exception of any employed staff member who will serve in an ex officio capacity;                                                           

iii.      The President/CEO or her/his designee(s), who shall be an ex-officio member of the MGA without vote. 

d.      MGA Members-at-Large (girl or adult) shall be eligible to serve one two year term and may be re-elected to the MGA.

e.       The National Council Delegates shall serve terms on the MGA coinciding with their terms as National Council Delegates.  

f.       Girl MGA Members must be at least 14 years of age, and may serve a maximum of two one-year terms. 

g.      Duties of the MGA include: 

1.      Provide input, direction and influence over policy issues. 

2.      Seek input throughout the jurisdiction of the Council in developing, monitoring and evaluating the Council’s strategic plan; 

3.      Ensure that two-way communication with active feedback mechanisms between the Board and appropriate constituents are in place. 

4.      Receive reports of action from meetings of the Board 

5.      Submit to the Board Development committee, for consideration, nominees for the Board of Directors, Board Development committee, and National Council Delegates; 

6.      Submit to the CEO, for consideration, nominees for the Community Advisory Board, and 

7.      Participate in the Annual Meeting of the council.   

Section 7.4. Finance Committee 

There shall be a standing Finance Committee of the Board, composed of registered members, chaired by a Board Member appointed by the Chairperson of the Board. 

a)      The members of the Finance Committee shall be appointed by the Chairperson of the Board.  The Chairperson will appoint members to fill any vacancies for the un-expired portion of the term. 

b)      The number of Finance Committee members shall be no fewer than five members and no more than nine. 

c)      At least one-third but not more than two-thirds of the members of the Finance Committee must be members of the Board. 

d)     The term of office for committee members is three years.  The term of office shall begin at the close of the Annual Meeting of the Council.  

e)      Committee Members shall not serve more than two consecutive terms 

f)       Upon serving two consecutive terms, a committee member may not be reappointed to the committee for a period of at least one year. 

g)      The roles of the Finance Committee may be from time to time altered or assigned by the Board but shall include: 

1.      Review and monitor financial actions and results of the Council; 

2.      Review and recommend to the Board for approval the annual budget of the Council; and 

3.      Approve and review at least annually the investment policy of the Council.  

4.      Review at least quarterly the investment results and recommend any appropriate changes. 

h)      A simple majority must be present in person or on the phone to conduct business of the committee. 

i)        Members will be asked to make a donation of financial resources according to their means.   

Section 7.5. Audit Committee 

There shall be a standing Audit Committee of the Board,  composed of registered members, chaired by a Board Member, who is also a Certified Public Accountant, and is  appointed by the Board Chairperson. 

a)      The members of the Audit Committee shall be appointed by the Chairperson of the Board.  The Chairperson will appoint members to fill any vacancies for the un-expired portion of the term. 

b)      The number of Audit Committee members shall be no fewer than five members and no more than nine. 

c)      A majority, but no more than two-thirds, of the Audit Committee members shall be members of the Board. 

d)     The Treasurer of the Board shall serve on the Audit Committee as an ex-officio member without vote and shall not chair the Audit Committee. 

e)      The term of office for committee members three years.  The term of office shall begin at the close of the Annual Meeting of the Council.  

f)       Committee Members shall not serve more than two consecutive terms 

g)      Upon serving two consecutive terms, a committee member may not be reappointed to the committee for a period of at least one year. 

h)      All members of the Audit Committee must be independent in the meaning of generally recognized audit standards. 

i)        The members of the Audit Committee shall have access to financial expertise in the form of a single individual member or collectively among the Committee. 

j)        The roles of the Audit Committee may from time to time be altered or assigned by the Board but shall include:   

1.      Hire independent auditors annually and other consultants as necessary; 

2.      Review the annual audit of the Council; 

3.      Monitor the management letter comments provided by the auditor and ensure corrective actions are taken by the management of the Council; 

4.      Conduct executive sessions at least annually with the outside auditor and with key members of the Council management; and 

5.      Ensure that internal control policies and procedures are in place in the Council. 

k)     A simple majority must be present in person or on the phone to conduct business of the committee. 

l)        The Audit Committee will annually review its actions against generally accepted audit and development standards and make recommendations to correct any deficiencies. 

m)    Members will be asked to make a donation of financial resources according to their means.   

Section 7.6. Properties Development Committee 

There shall be a standing Properties Development Committee of the Board, composed of registered members, chaired by a Board Member appointed by the Chairperson of the Board.  The function of the Property Development Committee is to review and assess all physical assets of the council and provide timely recommendations for the Board of Directors.  

a)      The Committee shall be composed of a maximum of fifteen (15) and not less than nine (9) members and will be representative of the governance regions of the Council. 

b)      The Chair/Co-Chairs and at least one other member will be members of the Board of Directors and are appointed by the Chairperson of the Board of Directors.

c)      The term of office for committee members three years.  The term of office shall begin at the close of the Annual Meeting of the Council.  

d)     Committee Members shall not serve more than two consecutive terms 

e)      Upon serving two consecutive terms, a committee member may not be reappointed to the committee for a period of at least one year. 

f)      Major functions of committee are:  

(1)   Develop and maintain a long range plan for acquisition, development and disposition of critical resources. 

(2)   Maintain an inventory of current land, buildings, equipment and other physical assets of the council. 

(3)   Review and evaluate the property of each council for 

a.      appropriate program/membership needs of council 

b.      fiscal viability 

c.      legal/safety  compliance issues  

(g) A simple majority must be present in person or on the phone to conduct business of the committee. 

h) Members will be asked to make a donation of financial resources according to their means.   

Section 7.7. Fund Development Committee 

There shall be a standing Fund Development Committee of the Board, composed of registered members, chaired by a Board Member appointed by the Chairperson of the Board.  The committee’s primary responsibility is generating contributions to fund the general operating and capital expenditures as defined by the annual budgets and projected by the Finance Committee. The Board of Directors, in consultation with the Fund Development Committee, Finance Committee, President/CEO and Fund development staff, will determine the fundraising goal for the Fund Development Committee. 

a)      The members of the Fund Development Committee shall be appointed by the Chairperson of the Board.  The Chairperson will appoint members to fill any vacancies for the un-expired portion of the term. 

b)      The number of Fund Development Committee members shall be no fewer than seven members and no more than thirteen. 

c)      At least one-third but not more than one-half of the members of the Fund Development Committee must be members of the Board. 

d)     The Board Chairperson and President/CEO are ex officio members of the Fund Development Committee 

e)      The Fund Development Committee should include some members with experience in fund development 

f)       The term of office for committee members three years.  The term of office shall begin at the close of the Annual Meeting of the Council.  

g)      Committee members shall not serve more than two consecutive terms 

h)      Upon serving two consecutive terms, a committee member may not be reappointed to the committee for a period of at least one year. 

i)        The roles of the Fund Development Committee may from time to time be altered or assigned by the Board but shall include: 

1.      Providing leadership to all fund development activities; 

2.      Coordinating efforts with the Community Advisory Boards; 

3.      Developing and updating the council’s fundraising policies and procedures; 

4.      Identifying and tracking internal and external trends that could impact the Council fundraising efforts; 

5.      Developing long and short-range fund development plans and strategies; 

6.      Partnering with Board Chairperson in leading solicitation of the board and ensure 100% participation in annual giving; 

7.      Identifying prospects and making appropriate cultivation and development calls; 

8.      Developing strategies for donor cultivation, solicitation and acknowledgement; 

9.      Educating the full Board on the theory and techniques of fund development programs; 

10.  Identifying and recruiting leadership and volunteers for fund development; and 

11.  Monitoring organizational standards for ethical fundraising and philanthropy. 

j)        A simple majority must be present in person or on the phone to conduct business of the committee. 

k)      Members will be asked to make an appropriate personal financial gift in support of Girl Scouts;   

Section 7.8. Community Advisory Boards. 

There shall be standing Girl Scout Community Advisory Boards composed of a diverse group of high level and high-profile community leaders in each Governance Region. (Examples of community leaders are influential community volunteers, business or civic leaders, individuals from grass-roots community groups, and faith-based leaders, funders, former council board members.)  The Girl Scout Community Advisory Boards are positioned strategically in the key communities in each Governance Region and are not intended to exist in all communities. The Girl Scout Community Advisory Boards will work together to promote and foster Girl Scouting in each governance region’s jurisdiction.  Community Advisory Board members play a pivotal role in connecting Girl Scout councils to local communities. 

a)      Members of the Girl Scout Community Advisory Boards shall be governed by the following provisions: 

1.      Candidates recommended by board members, staff members, and members of the MGA. 

2.      A minimum of two meetings each year will be held for each Advisory Board. 

3.      Board members/Senior VPs will facilitate agenda focused on governance and regional issues. 

4.      Members not required to be registered members of GSUSA 

5.      Appointment of local council staff member to provide the level of support needed to assist with the work of the members of the Community Advisory Boards; 

6.      The recommended size is between 10 and 15 members; 

b)      Duties of the Girl Scout Community Advisory Boards include: 

1.      Supporting the Girl Scout brand 

2.      Supporting council fundraising efforts 

3.      Serving as a catalyst to initiate potential council partnerships and collaborations 

4.      Identifying community challenges, trends, and strategic issues  

5.      Serving as the voice for girls 

c)      Donation of financial resources by members according to their means. 

d)     Members of the Community Advisory Boards may also serve as members of the Board of Directors, Board Development Committee, MGA, or other council committees.   

Section 7.9. Other Committees/Task Groups. 

The Board may designate such other standing committees, special committees, and/or task groups as the Board shall deem necessary or appropriate.  

a)      Once formed, the Chairperson shall appoint one or more Directors and/or others to serve any such committee.  

b)      Any such committee shall have the authority designated in the resolution establishing such committee.  Notwithstanding the foregoing, no committee shall have the authority to: 

1.      authorize distributions; 

2.      elect, appoint, or remove any Director; 

3.      amend the Articles of Incorporation; 

4.      adopt, amend or rescind these bylaws; 

5.      approve a plan of merger; or 

6.      Approve a sale, lease, exchange, or other disposition of any of the Council’s property.  

c)      The Board shall establish any requirements/charges for the development of such committees that comply with these bylaws and applicable law.   

Section 7.10. Ad-Hoc Committees of the Board  

Ad Hoc committees of the board may be appointed by the Chairperson of the Board as from time to time deemed appropriate for any duration so desired.  

a)      The Chairperson shall designate the responsibility and charge of such committees.  

b)      In the appointment of any such committee the Chairperson shall designate the Chair of the committee or serve in that role.  

c)      Ad-Hoc committee members need not be members of the Board.     

Section 7.11. Committee Meetings Other Than In Person. 

a)      Committee members may participate in a meeting by means of conference telephone or similar communications equipment by which all persons participating can hear each other and be heard at the same time.  Such participation will constitute presence in person at the meeting.  

b)      Individual votes will not be solicited out of the scope of the meeting c) There may not be an action of committees without a meeting.   

ARTICLE VIII – BOOKS OF RECORD, AUDIT, FISCAL YEAR 

Any number of amendments, or an entire revision or restatement of the Articles of Incorporation or bylaws, may be submitted and voted upon at The Annual Meeting of the council and be adopted at such meeting, a Quorum being present (not less than one quarter of all duly qualified and Seated Directors, Board Development Committee members, and members of the MGA,) upon receiving the affirmative vote of a simple majority of Certified voting members present.

Section 8.1. Contracts and Debts.  

Contracts may be entered into or debts incurred only as directed by resolution of the Board of Directors. However, the Board by resolution may authorize the President/Chief Executive Officer to enter into contracts for the Council. 

Section 8.2. Books and Records. 

All records of the Council shall be open for Directors at any reasonable time. The Board shall cause to be kept: 

(a)    Records of all proceedings of the Board, and committees thereof; 

(b)   All financial statements of the Council; 

(c)    Articles of Incorporation and bylaws of the Council and all amendments or restatements thereof; and 

(d)   Such other records and books of account as shall be necessary and appropriate regarding the conduct of the corporate business.   

Section 8.3. Audit and Publication. 

The Board shall cause the records and books of account of the Council to be audited at least once in each fiscal year and made public in such a manner as may be deemed necessary or appropriate.  The Board also shall make such inquiry as the Board deems necessary or advisable into the condition of all trusts and funds held by any Director, agent, or custodian for the benefit of the Council, and shall retain such person or firm for such purposes as it may deem appropriate.   

Section 8.4. Fiscal Year. 

The fiscal year of the Council shall end on September 30 of each year.   

ARTICLE IX – INDEMNIFICATION 

Section 9.1. Indemnification. 

Pursuant to A.C.A. § 4-33-851, and except as provided in Section 2 below, the Corporation may indemnify a Director or officer made a party to a proceeding by virtue of his or her status as a Director or officer, against liability incurred in the proceeding if the following conditions are met:   

(a)    The Director or officer conducted himself or herself in good faith; 

(b)   With respect to conduct in his or her official capacity, the Director or officer had reason to believe that his or her conduct was in the best interests of the Corporation; and 

(c)    In cases of conduct not in his or her official capacity, the director or officer had reason to believe that his or her conduct was at least not opposed to the best interests of the Corporation.       

Section 9.2. Prohibition of Indemnification in Certain Cases. 

The Corporation shall not indemnify a Director or officer in connection with any proceeding by or in the right of the Corporation in which the Director or officer was adjudged liable to the Corporation, or in connection with any other proceeding charging improper personal benefits to the Director or officer, whether or not involving action in his or her official capacity, in which the Director or officer was adjudged liable on the basis that personal benefit was improperly received by the Director or officer.   

Section 9.3. Procedures for Authorizing Indemnification of Directors. 

Before the Corporation may indemnify any Director pursuant to Section 1 above, a determination must be made that indemnification of a Director is permissible because the Director has met the standards of conduct set forth in Section 1 of this Article IX. The Board of Directors shall make that determination by a majority vote of a quorum consisting of Directors who are not at the time parties to the proceeding; provided, however, that if such a quorum cannot be obtained, then determination shall be made either by a committee designated by the Board of Directors or by special legal counsel in accordance with A.C.A. § 4-33-855(b) (1) (2) and (3). Furthermore, the Corporation may not indemnify a Director until twenty (20) days after the effective date of the written notice of the proposed indemnification to the Attorney General of the State of Arkansas. The Corporation may pay for or reimburse the reasonable expenses incurred by a Director or officer who is a party to a proceeding in advance of final disposition of the proceeding upon authorization made in accordance with A.C.A. § 4-33-855 and upon satisfaction of all the conditions prescribed in A.C.A. § 4-33-853.   

Section 9.4. Insurance. 

The Corporation shall purchase and maintain insurance on behalf of its Directors and officers to insure against liabilities asserted against or incurred by the Corporation’s directors and officers in that capacity or arising from their status as Directors and officers, whether or not the Corporation would have the power to indemnify them against the same liability under the proceeding Sections of this Article IX.   

Section 9.5. Definitions.   

The following definitions apply to the indemnification provisions of this Article IX: 

(a)    Proceeding – “Proceeding” means any threatened, pending or completed civil action, suit or proceeding, whether judicial, administrative, or investigative, and whether formal or informal. 

(b)   Liability – “Liability” means the obligation to pay a judgment, settlement penalty, fine (including an excise tax assessed with respect to an employee benefit plan), or reasonable expenses actually incurred with respect to a proceeding. 

(c)    Expenses – Indemnification against expenses which is mandated or permitted under this Article IX is limited to reasonable expenses, including attorneys’ fees, incurred in connection with a proceeding. 

(d)   Ar. Code Ann. – All citation in these Bylaws to “Ark. Code Ann.” or “A.C.A.” shall refer to the Arkansas Code of 1987 Annotated, as amended from time to time by the Arkansas Legislature.   

ARTICLE X – PARLIAMENTARY AUTHORITY 

The current edition of Robert’s Rules of Order Newly Revised shall be the parliamentary authority of the council for all its meetings.   

ARTICLE XI– INSURANCE 

The Council shall purchase and keep current at all times appropriate insurance to protect the interests of the Council to include its operations and potential liability.  The Council shall insure each person who is, or was, a Director, officer, volunteer or employee of the Council against liability incurred or asserted against such person or persons while serving in such capacity on official business of the Council.   

ARTICLE XII – GENERAL STANDARDS OF CONDUCT FOR DIRECTORS AND OFFICERS 

Section 12.1. Discharge of Duties. 

Each director or officer shall discharge his or her duties in good faith, with the care a prudent person in a like position would exercise under similar circumstances and in a manner the director or officer reasonably believes to be in the best interests of the Council.  Each director and officer must also conform to Conflict of Interest/Confidentiality Policies established by the Council.   

Section 12.2. Reliance of Information, Reports, Etc. 

In discharging duties, a Director or officer is entitled to rely on information, opinions, reports, or statements, including financial statements and other financial data, if prepared or presented by (a) one or more officers or employees of the Council whom the Director or officer reasonably believes to be reliable and competent in the matters presented; (b) legal counsel, a public accountant, or another person as to matters the Director or officer reasonably believes are within such person’s professional or expert competence; or (c) in the case of a Director, a committee of the Board of which the Director is not a member if the Director reasonably believes the committee merits confidence.   

Section 12.3. Unwarranted Reliance. 

A Director or officer is not acting in good faith if the Director or officer has knowledge concerning the matter in question that makes otherwise permitted reliance unwarranted.   

Section 12.4. Conflicts of Interest/Confidentiality. 

The Board shall maintain a policy regarding conflicts of interest and confidentiality, which shall require that at the first regular meeting after the Annual Meeting each year Directors and members of standing committees sign a Conflict of Interest/Confidentiality Agreement.  The Executive Committee shall be the point of resolution of any conflict or potential conflict of interest/confidentiality issues.   

ARTICLE XIII – AMENDMENTS 

The Board may amend the Council’s Articles of Incorporation and these bylaws to include or omit any provision that could be lawfully included or omitted.  Any number of amendments, or an entire revision or restatement of the Articles of Incorporation or bylaws, may be submitted and voted upon at the annual meeting of the council and be adopted at such meeting, a quorum being present, (not less than one quarter of all duly qualified and seated Directors, Board Development Committee members, and members of the MGA,  Any proposed amendments shall be presented to the Directors, Board Development Members, and members of the MGA), upon receiving the affirmative vote of not less than one quarter of all duly qualified and seated Directors, Board Development Committee members, and members of the MGA.  Any proposed amendments shall be presented to the Directors, Board Development Members, and members of the MGA not less than 30 days prior to the Annual Meeting of the Council.   

ARTICLE XIV – SEVERABILITY 

If any provision of these bylaws is declared invalid and of no further force and effect by a court of competent jurisdiction, the other provisions of these bylaws shall remain in full force and effect.  

Adopted:  November ____, 2008 

Amended :_________ 

Effective:  ___________________________________ 

Secretary, Girl Scouts-Diamonds of Arkansas, Oklahoma and Texas 


*Historical information concerning formation of board of directors.