CONSTITUTION AND BYLAWS OF HEART OF AMERICA RELOCATION
The name of the organization shall be the Heart of America Relocation Council (the "Organization" or "HARC"), a nonprofit corporation formed in the State of Missouri on March 6, 2025
The primary purpose of this nonprofit organization is to provide a local forum for sharing information and ideas regarding employee relocation policies and practices. Through regular meetings and informal connections, member companies discuss common interests and challenges, review trends in the relocation industry, disseminate general information regarding relocations, and develop area-specific relocation programs that benefit all members. The Organization is a nonprofit entity under the provisions of IRS Section 501(c)(6).
Section 1 – Membership Eligibility
This Corporation shall have THREE (3) classes of members: Service Member, Corporate Member and Board Member. All classes of membership shall be deemed regular members and shall hold the privilege of voting and receiving discounted meeting fees as outlined by the Board of Directors.
a. Service members are defined as global mobility professionals who provide relocation and related management services to corporations to facilitate the transition of employees and goods from one location to another. Service members are limited to a maximum of five members per company. Should membership applications exceed this maximum, those with existing memberships will retain their membership.
b. Corporate members, defined as corporate global mobility practitioners who are employed by their companies to manage that company’s workforce mobility needs, may also attend corporate-only roundtable meetings. There are no limits to the number of corporate members who may join.
c. Board members, including appointed chairpersons elevated to board member status, are defined as those members, Service and/or Corporate, who officially serve the needs of the organization. Said members will receive complimentary membership and complimentary registration for all regular meetings and the annual conference during the calendar year(s) in which they serve.
Section 2 - Admission to Membership
Application for Membership shall be made in writing. All applications shall be reviewed for membership consideration by the Board of Directors, based on the applicant’s ability to meet the qualifications prescribed by these BYLAWS. Application approval may be accepted or deferred at-will by the Board of Directors.
Section 3. Member Representatives
Written applications shall be submitted online to the Membership Director. Applicants shall be notified in writing of their acceptance or rejection within approximately 30 days of the receipt of the application. Annual membership dues are payable prior to January first preceding the new calendar year term running from January to December.
Section 4. Members in Good Standing
A member shall be deemed to be in good standing if all dues are paid and the member continues to meet the qualifications stated in Article III Section 1. A Member shall be deemed to have paid all dues if not more than sixty (60) days have elapsed since billing.
Section 5. Voting Rights
Each Member is entitled to vote via proxy of presence at the business meeting without regard to the number of representatives it has in the Organization. Only one representative per Membership Company shall vote. Any one representative can vote on behalf of the Company.
Section 6. Termination of Membership
A. Through Resignation - Any Member may voluntarily terminate its membership by filing a written resignation with the Secretary of the Organization at least thirty (30) days prior to the date the resignation is to become effective. Member Representatives can be filled by another authorized company representative.
B. Through Ineligibility – Any member, who, after appropriate documentation, is determined by a majority vote of all Members of the Board of Directors to no longer meet the qualifications for membership, company shall be terminated as a Member.
C. For Cause – Any member who engages in activities detrimental to the Organization may be terminated as a member after appropriate documentation and a majority vote of the Board of Directors.
D. Upon termination of Company Membership or Member Representative for any reason, all rights, privileges, and other interests of such Members in the Organization shall cease and no pro-rated refund of dues shall be made.
i.) The member shall be given 15 days prior notice of the proposed expulsions or suspension and the reasons for the proposed expulsion or suspension. Notice shall be given by any method reasonably calculated to provide actual notice. Any notice given by mail shall be sent first-class or registered mail to the member’s last address as shown on the corporation’s records.
ii.) The member shall be given an opportunity to be heard, either orally or in writing, at least five days before the effective date of the proposed expulsion. The hearing shall be held, or the written statement considered by the Board or by a committee or person authorized by the Board to determine whether the expulsion or suspension should take place.
iii.) The Board shall decide whether the member should be expelled, suspended, or sanctioned in some other way. The decision of the Board shall be final. iv.) Any action challenging an expulsion, suspension, or termination of membership, including a claim alleging defective notice, must be commenced within one year after the date of the expulsion, suspension or termination.
Section 7. Transfer of Membership
Individual memberships are transferable from one person to another within a given company, provided the dues are current and were paid by the company, not the individual personally.
HARC meetings shall be conducted in a solicitation-free environment. Meetings are educational forums that provide networking opportunities for members to share ideas and information. Solicitation of corporate business at HARC functions are prohibited as our intention is to foster a non-competitive, collaborative atmosphere. Violation of this policy may result in the termination of membership.
Annual membership dues shall be payable on a calendar-year basis, beginning January 1 and ending December 31. Dues and sponsorship rates shall be determined by a majority vote of the Board of Directors. Corporate membership dues are waived annually.
Section 1 – Board of Directors
The Board of Directors shall govern the Organization and manage all policy matters. The Board of Directors shall consist of at least 5 members, with at least two (2) representing corporate members.
All Directors must be members in good standing. A majority of the Board of Directors constitutes a quorum of conducting business.
All board members shall serve on a voluntary basis and shall not receive any form of compensation or reimbursement for expenses incurred in the performance of their duties. This policy ensures that the Board of Directors decisions and actions are motivated solely by the best interests of the organization.
The initial Board of Directors consists of the following individuals:
- Ashley Kornbrust, PresidentAll Directors have voting rights.
Section 2 – Officers and Directors
Officers of the Organization shall include a President, Vice President, Treasurer, Secretary, and other roles as needed. The Board of Directors shall strive to include at least two (2) corporate members among the officers.
The number of other directors will be determined by the Board of Directors. Other directors of the corporation may include but are not limited to membership chair, sponsorship chair, program chair, and communications chair.
Section 3 – Term of Office
Directors shall hold office for a two (2) year term. Directors may serve consecutive terms, if elected.
Section 4 – Elections
Election of Directors shall occur at the final meeting of each year. The Board shall elect Officers from among the elected Directors. Each Corporate and Service Member present at the final meeting is entitled to one vote. All Board of Directors will be eligible for re-election for an additional two (2) year term, except for Vice President and President roles which will be held at one (1) term of two (2) years.
All Directors, except for the President and Vice President, are eligible for re-election after a cooling-off period of two years.
Section 5 – Vacancies
The President, with Board approval, may appoint a qualified member to fill any vacancy for the remainder of the term.
Section 6. Resignation
Any Board Member, at any time, may resign by giving written notice of such a resignation to the Secretary of HARC. Such resignation shall be effective as of the date specified therein and if no date is specified, the resignation shall be effective upon receipt by the Secretary.
Section 6 – Board of Director Duties
President:
- Create and manage Board member responsibilities
- Communication leader within the Board
- Create meeting descriptions
- Co-manage online updates
- Contact prospective members
-Review financial accounts and records with Treasurer
-The immediate past President will chair the nominating committee
Vice President:
- Support President initiatives
- At-large support for other Board members
- Organize speaker hospitality (e.g., gifts)
- Co-manage online updates
- Contact prospective members
-Review financial accounts and records with Treasurer
Treasurer:
- Manage financial accounts and records
- Present financial reports at meetings
- File IRS tax forms annually
- Track membership payments
Secretary
- Record and distribute meeting minutes
- Ensure meeting minutes are uploaded to shared drive
Membership Chair:
- Attract new members and retain existing membership
- Oversee application process and present applicants for approval to the Board
- Maintain accurate membership records/directory
- Develop strategy for ongoing membership growth
Program Chair:
- Coordinate meeting logistics (e.g., venue, setup, menu)
- Coordinate speaker/panel arrangements (e.g., travel, lodging)
- Manage check-in and badge distribution
- Distribute handouts and surveys
-Oversee certification applications and attendance reporting
- Manage speaker dinner
- Assist with communication for meetings and events, including coordinating with President on Save the Dates
- Setting up audio/visual for meetings
Communications Chair:
- Manage website updates, Save the Dates, and Registrations
- Monitor general inquiries, including overseeing web inquiries and forwarding to website chairman for response, if necessary
- Coordinate membership renewals
- Coordinate outreach other regional groups
- Maintain event information and membership directory
- Create and maintain social media presence
Sponsorship Chair:
- Recruit sponsors and manage sponsor recognition
- Develop promotional materials and sponsorship programs
- Develop strategy for ongoing sponsorship growth
The President may appoint committees as needed, with Board approval. Each committee shall include at least one Board member.
Meetings shall be held at times and locations determined by the Board. The Board shall set meeting agendas, fees, and content. Special meetings may be called by the President, Board, or a majority of voting members.
Section 1 - Meeting Schedule
Meetings of members shall be held according to a schedule determined each calendar year. The meeting schedule will be posted on the HARC Web Site located at www.harc.org.
Section 2. Notice of Meeting
Notices stating the place, day and time of any meeting of members shall be sent by e-mail to all members not less than seven (7) days before the date of such meeting. The purpose of the meeting shall be stated in the notice.
Robert's Rules of Order, latest edition, shall govern Organization meetings unless inconsistent with these bylaws.
These Bylaws may be amended by a two-thirds vote of members in good standing present at any regular or special meeting. Proposed changes must be communicated to members via email at least ten (10) days before the meeting.
The Organization may be dissolved by a two-thirds vote of members in good standing present at a specially called meeting. Upon dissolution, after payment of outstanding liabilities/obligations, any remaining assets shall be distributed to a federally recognized nonprofit organization, subject to Board approval.
The fiscal and elective year shall run from October 1 through September 30.
These Bylaws were ratified by the Board of Directors on March 2025.
Updated August 2025