BY-LAWS PAGE

 

BY-LAWS OF THE TENNESSEE CHAPTER

OF THE NATIONAL VOLUNTARY ORGANIZATIONS ACTIVE IN DISASTER

 

Adopted August 9, 2007

 

ARTICLE I – NAME

 

The name of this organization is “the Tennessee Chapter of the National Voluntary Organizations Active in Disaster”, hereinafter referred to as “Tennessee VOAD”, or “TN VOAD”.

 

ARTICLE II – MISSION

 

Tennessee VOAD is a consortium of recognized state voluntary organizations, governmental agencies, and others with an interest in, and / or who are active in disaster relief.  Its mission is to foster through cooperation in mitigation and response, more effective service to people affected (imperiled or impacted) by disasters.

 

ARTICLE III – PURPOSE

 

To bring together voluntary organizations, government agencies and others, to foster more efficient service to people effected by disaster in the State of Tennessee through: COOPERATION, COORDINATION, COMMUNICATION, COLLABORATION, EDUCATION, and MITIGATION, at all community levels.

 

ARTICLE IV – MEMBERSHIP

 

The membership of TN VOAD shall consist only of organizations with statewide disaster relief reach or responsibility.  Memberships are available in the following categories:

 

A          Sustaining Members

 

            The Sustaining Membership level in TN VOAD shall be limited to voluntary organizations active in disaster in Tennessee, who have statewide reach and / or responsibility.  An unlimited number of persons from each Sustaining Member organization may attend annual, regular and special TN VOAD meetings, with the provision that each Sustaining Member will be allowed only one (1) vote in matters before TN VOAD.  If the Sustaining Member organization has not designated the individual to vote on its behalf, the senior representative present of each Sustaining Member’s organization will cast this vote, or designate the party who will cast the vote on the organization’s behalf.

 

            Sustaining Members’ representatives shall be eligible to hold any elective office within TN VOAD.

 

B.                  Associate Members

  

            The Associate Membership level in TN VOAD shall be limited to governmental agencies that have statewide reach or responsibility for disaster relief.  An unlimited number of persons from each Associate Member agency may attend annual, regular, or special TN VOAD meetings.

 

            Associate Members’ representatives shall not be eligible to hold the elective offices of President or Vice-President of TN VOAD.  Associate Members’ representatives shall be eligible to hold the elective offices of Secretary or Treasurer of TN VOAD. 

 

            Associate Members shall not be allowed to vote on matters before TN VOAD.

 

C.                  Affiliate Members

 

            The Affiliate Membership level in TN VOAD shall be limited to businesses and other for-profit entities with statewide organizations who, while are not directly involved in assisting disaster victims, may have an interest in assisting TN VOAD through donations of goods or services.  (Examples of such entities would be Lowe’s or the Home Depot.)  An unlimited number of Affiliate Members’ representatives may attend annual, regular or special TN VOAD meetings.

 

            Affiliate Members shall not be allowed to hold elective office in TN VOAD.

 

            Affiliate Members shall not be allowed to vote on matters before TN VOAD.

 

D.                  Collegial Members

 

            Local, County, Area, and Regional VOADs within Tennessee, comprise a sub-set distinct from the other categories of Tennessee VOAD memberships. 

 

            These organizations mirror Tennessee VOAD’s goals, and are often composed primarily of sectional bodies of the same organizations active in Tennessee VOAD.  Entities without the ability to respond to state-wide disaster episodes, and therefore barred from Tennessee VOAD membership; may be welcomed as an integral part of a Local, County, Area, or Regional VOAD.   In certain circumstances, individuals in addition to  organizations, may also be extended membership by these bodies.  The principal differences between Local, County, Area, and Regional VOADs and the statewide VOAD organization is the focus of the former on parochial interests, and the restrictions of the later on membership qualifications.

 

            None-the-less, Tennessee VOAD recognizes these Local, County, Area and Regional groups as an integral part of the state-wide VOAD organization, and encourages them to actively participate in Tennessee VOAD meetings and activities.  Tennessee VOAD also allots time on all regular meeting agendas for reports from local VOAD representatives.

 

            Collegial members of Tennessee VOAD are not assessed dues, and they are not provided with membership certificates. 

 

            Collegial Members’ representatives shall not be eligible to hold the elective offices of President or Vice-President of TN VOAD.  Collegial Members’ representatives shall be eligible to hold the elective offices of Secretary or Treasurer of TN VOAD. 

 

            Representatives of Collegial Members of Tennessee VOAD may freely participate in discussions and activities of the larger body, but may not exercise a vote in any proceeding, unless they are voting in the capacity of designated representative of a Tennessee VOAD Sustaining Member Agency.

E.         Barred from Membership

 

            Individuals may not become members of TN VOAD.  Likewise, voluntary, non-profit, or for profit organizations, governmental agencies, or businesses without statewide reach or responsibility, cannot become members of TN VOAD.  Ineligible interested Individuals and other entities should be strongly encouraged to join their Regional, Area, County, or Local VOAD.

 

F.         Organizing Collegial VOADs

 

Potential Collegial Members shall be allowed to organize under the VOAD banner, after developing bylaws, electing officers, and requesting in writing, designation as an official Collegial VOAD by the Tennessee VOAD.  The request for recognition as a Collegial VOAD must include a statement of intent to adhere to the goals of the State parent organization.  The application for recognition shall also be accompanied by a copy of the originating group’s by-laws for review and approval by the state body.

 

G.         Collegial VOAD Names and Coverage Designations

 

The potential Collegial member may choose their own name designation depending on their area of service.  A Local VOAD – represents agencies in a single city or a portion of a county (Example designation:  Hendersonville VOAD).  A County VOAD – represents agencies in an area limited to one county (Example designation: Wilson County VOAD).   An Area VOAD – represents agencies in several adjacent counties, but not a full compliment of counties comprising a State Grand Division or a Homeland Security Region (Example designation:  Reelfoot Area VOAD).  A Regional VOAD – Represents agencies in either a full Grand Division of the State (Example designation: West Tennessee VOAD), or a portion of a Grand Division which matches a Homeland Security Region (Example designation: Southeast Tennessee VOAD).

 

H.         Collegial VOAD Duties and Responsibilities

 

Recognition of a Local, County, Area, or Regional VOAD entitles the organized group to automatic membership in the state organization.  Each Collegial VOAD is expected to send at least one representative to all quarterly meetings of Tennessee VOAD.  These representatives (ideally the President or other elected officer(s)), will be expected to report on the recent activities of the Collegial VOAD, and planned activities.

 

I.          Funding for Collegial VOADs

 

Each Collegial VOAD shall be responsible for developing a method for covering its own operating expenses.  Tennessee VOAD does not provide operating funds for Collegial VOADS.

 

J.         Collegial VOAD Public Recognitions

 

After obtaining recognition as a Collegial VOAD from Tennessee VOAD, the Collegial VOAD may use the logo of the National VOAD, or the Tennessee VOAD, or portions thereof for membership identification, fund raising, or other activities, provided that such identification, activities, and fund raising is consistent with state and federal law, and does not reflect adversely on Tennessee VOAD or National VOAD.

 

ARTICLE V – DUES

 

A.                  Period of Membership

 

            Payment of annual dues to Tennessee VOAD establishes an organization’s membership for one calendar year.  Regardless of the date that dues payment is made, the membership period remains the calendar year (January 1st – December 31st).

 

B.                  Determination of Annual Dues Amount

 

      The principal amount of membership dues for TN VOAD for the upcoming calendar year will be determined by a vote of present Sustaining Members, at the fourth (4th) quarter’s regular meeting of TN VOAD.

 

C.                  Dues Levels

 

            Dues levels shall be determined by the amount established by the vote of the Sustaining Members, and the level of membership.  Actual annual dues by membership levels shall be:

 

§                    Sustaining Members – the principal amount established by vote

 

§                    Associate Members -      fifty percent (50%) of the principal amount

 

§                    Affiliate Members – fifty percent (50%) of the principal amount

 

§                    Collegial Members – pay no dues

 

D.         Payment of Dues

 

            Dues shall be payable by the date of the annual meeting of TN VOAD during the first (1st) quarter of each calendar year.  Members not having made their dues payments by the date of the regular TN VOAD meeting during the second (2nd) quarter of the calendar year shall have their voting privileges suspended until payment is made.

 

E.         Partial Dues

 

            Organizations joining TN VOAD after the start of the third (3rd) quarter of the calendar year (July 1) shall be allowed a reduction in dues amount.  For these members, dues payments for their first year of membership shall be:

 

§                    Sustaining Members – fifty percent (50%) of the principal amount

 

§                    Associate Members -      twenty-five percent (25%) of the principal amount

 

§                    Affiliate Members – twenty-five percent (25%) of the principal amount

 

§                    Collegial Members – pay no dues

 

            Entities who were members of TN VOAD in the previous calendar year will not be eligible for a partial dues payment, regardless of the date that their membership is renewed.

 

F.                  Verification of Dues Payment

 

            In lieu of a receipt for dues payment, each TN VOAD member shall receive a certificate of membership for the calendar year (ONE (1) certificate per membership, NOT a certificate for each representative of a member organization, agency, or business).

 

ARTICLE VI – RESIGNATIONS OF MEMBER ORGANIZATIONS

 

Any member may resign from TN VOAD by giving written notice to either the President or Secretary.  Alternatively, a member may resign by simply failing to renew their membership by the date of the second (2nd) quarter’s regular meeting of TN VOAD.

 

ARTICLE VII – MEETINGS OF THE MEMBERSHIP

 

A.                   Annual Meeting

 

             The annual business meeting of TN VOAD for the election of officers, and any other business as may properly be brought before the membership shall be held in the first (1st) quarter of each calendar year, on such date and at such time and at such place as may be fixed by membership or the Executive Committee of TN VOAD.

 

B.                   Regular Meetings

 

       Other regular statewide meetings of TN VOAD shall be held quarterly during the months

       of May, August, and November, on such dates, times and locations as may be fixed by the membership or of the Executive Committee of TN VOAD.

 

C.                   Special Meetings

 

             Special meeting of TN VOAD may be called by the Executive Committee of TN VOAD or at the request of any three (3) or more Sustaining Members, relayed through the President or Secretary of TN VOAD.  These special meetings will be scheduled as soon as practical after the request.

 

 

D.                   Meeting Quorums and Votes

 

             At all meetings of the membership, annual, regular, or special; one-third (1/3) of TN VOAD Sustaining members must be represented in person, for the transaction of business. 

             The act of the simple majority of Sustaining Members present at any meeting in which a quorum has been achieved, shall be the act of TN VOAD.

 

E.                   Notification of Meetings

 

             Written notice of date, time, and place of all meetings of the members shall be mailed or delivered in other manner to each member at least fifteen (15) days before each meeting.  The exception to this rule shall be the notification time for Special meetings.

 

F.                   Normal Order of Business

 

             The Order of Business at any meeting, unless waived by the TN VOAD membership shall be:

 

·                    Call to Order

 

·                    Roll Call

 

·                    Prayer and Pledge of Allegiance

 

·                    Secretary’s Report and Presentation of the Minutes of the Previous Meeting

 

·                    Treasurer’s Report       

 

·                    Additions to or Deletions From the Agenda

 

·                    Committee Reports

 

·                    Area Reports

 

·                    Presentation of the Program

 

·                    Unfinished Business from Previous Meetings

 

·                    Training and Agency Updates

 

·                    New Business

 

·                    Adjournment

 

The presiding officer shall call recesses during this schedule, for restroom breaks, lunch, etc., as appropriate.

 

G.                  Conduct of meetings

 

             All meetings of Tennessee VOAD and of TN VOAD Committees will be conducted using procedures described in the latest edition of Robert’s Rules of Order.

 

H.                  Polling and Minor Issues

 

             From time to time, members may be polled by the President to obtain the “sense of the membership” in regard to simple issues (Example:  Changes in dates or locations of meetings, clarifications of previously passed acts of TN VOAD, etc.).  Such polls may be addressed through the use of e-mail, or telephone surveys of the members, providing that each member is contacted, or attempted to be contacted, and a record of these contacts / attempts is maintained by the President or Secretary of TN VOAD.

 

             Likewise, minor issues may be considered by the Executive Committee through the use of telephone polling, e-mail communications, or through telephone conference calls, when said issues require action but do not merit the time and / or expense inherent in formally empanelling the Executive Committee.  A record of such contacts, polls, e-mails, and / or record of the subject, date, and times of telephone conference calls shall be maintained by the President or Secretary of TN VOAD.

 

ARTICLE VII – OFFICERS

 

The Officers of TN VOAD shall be the President, the Vice-President, the Secretary, and the Treasurer.  Other Officers may be authorized by TN VOAD at any time by resolution of the voting body.

 

A.                   Eligibility of Officer Candidates

 

             Representatives of TN VOAD Sustaining Members are eligible for election to any TN VOAD Office.  Representatives of TN VOAD Associate Members and TN VOAD Collegial Members are eligible for election to the offices of Secretary and / or Treasurer only.  Representatives of TN VOAD Affiliate Members are not eligible to hold elective office in TN VOAD.

 

B.                   Election of Officers

 

             Officers shall be elected at the annual meeting of TN VOAD in the first (1st) quarter of the calendar year, and shall server without compensation, until the date of the annual meeting held in the first (1st) quarter of the subsequent year.

 

C.                   Succession of Officers

 

             Officers are eligible to succeed themselves, provided that no person shall hold the same office for more than three (3) consecutive terms of one (1) year.

 

 D.        Officer Resignations

 

             An Officer may resign his / her position by submitting a resignation in writing to either the President or Secretary of TN VOAD.

 

 

E.          Filling Vacancies in Elective Offices

 

             A vacancy in any elective office will be filled by vote of the membership at the next meeting of TN VOAD, providing a suitable candidate or candidates have been identified and have indicated a willingness to serve.  The person elected to fill an officer vacancy will serve until the next TN VOAD Annual Meeting in the 1st quarter of the calendar year. 

 

             Service of even a partial year in an elective position will be counted as one (1) year’s tenure toward the ability to succeed oneself in office (See Sub-Section C of this Article).

 

I.                     Removal of Officers

 

            Officers are subject to removal at any meeting of TN VOAD by an affirmative vote of two-thirds (2/3) of all voting members present.  The President or Secretary shall notify an Officer of their removal.

 

ARTICLE VIII – DUTIES AND RESPONSIBILITIES OF OFFICERS

 

A.         President

 

·                    The President shall chair all annual, regular, and special meetings of TN VOAD. 

 

·                    The President shall chair all meetings of the TN VOAD Executive Committee.

 

·                    The President shall serve as a member ex-officio of all TN VOAD committees, except the Nominating Committee, and the Executive Committee.

 

·                    The President may designate another TN VOAD officer as a member ex-officio of committees in his / her stead.

 

·                    The President shall designate the membership of the Nominating Committee,  with the advice and consent of TN VOAD members present, at the fourth (4th) quarter’s regular TN VOAD meeting.

 

·                    The President shall also designate the members of all other committees, with the exception of the Executive committee. 

 

·                    All parties named to committees by the President shall be subject to the advice and consent of TN VOAD, at the meeting where committee members are named, or at the next meeting of TN VOAD if committee members are named between meetings.

 

B.                   Vice-President

 

·                    The Vice-President shall perform the duties of the President in his / her absence.

 

·                    The Vice-President shall be responsible for presentation of the Program at each quarterly meeting of TN VOAD.

 

C.         Secretary

 

·                    The Secretary shall provide timely notice to all members of all meetings of TN VOAD.

 

·                    The Secretary shall attend and keep records of all meetings of TN VOAD.

 

·                    The Secretary shall provide the membership with written minutes of the immediately previous meeting of TN VOAD.

 

·                    The Secretary shall attend and keep records of meetings of the TN VOAD Executive Committee.

 

·                    The Secretary shall provide the members of the Executive Committee with written minutes of the previous meeting of the Executive Committee.

 

·                    The Secretary shall maintain a permanent file of the minutes of all meetings of TN VOAD, of the TN VOAD Executive Committee, and of the minutes of all standing and ad hoc committees’ meetings.  These records shall be passed on to the next elected Secretary of the organization.

 

·                    The Secretary shall, in consultation with the Treasurer, maintain a list of all current TN VOAD members.

 

·                    The Secretary shall prepare such reports relating to TN VOAD, as may be requested from time to time by the Executive Committee.

 

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