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About Us Membership Meetings for 2008 Jan 16 (Snow Jan 30) April 15 July 16 October 15 |
BY-LAWS OF THE NEW HAMPSHIRE ASSOCIATION OF VOLUNTEER ADMINISTRATORS ARTICLE 1 – NAMEThe name of the organization shall be “New Hampshire Association of Volunteer Administrators.” (N.H.A.V.A.) ARTICLE II – PURPOSE The NHAVA is organized exclusively for education purposes, more specifically to support and strengthen the profession of volunteer administration through education, networking and recognition. ARTICLE III – MEMBERSHIP AND DUES Section 1: Individual Membership Eligibility Membership shall be open to any persons, paid or unpaid, responsible for or advocates for the administration of volunteer services. Membership may be granted to any person empowered to have major and continuing responsibility for the administration of volunteer services within an organization. Membership entitles individuals to vote, hold office, chair and serve on committees and receive all appropriate association mailings. Section 2: Honorary Membership Upon signed recommendation of one member, seconded by another and by a three-fourths vote at the annual meeting, honorary life membership may be conferred on any person who has rendered notable service to the organization. An honorary member shall have none of the obligations of membership in the organization but shall be entitled to all the privileges except that of holding office. Section 3: Frequency and Term of Dues Each member shall pay dues annually. The fiscal year shall be defined as October 1 through September 30. Members shall pay their dues by October 31. Dues from new members may be collected at any time but will be applied to the current fiscal year. New members joining after July 1 will be assessed one-half the annual dues. Section 4: Amount of Dues The amount of dues may be changed by a two-thirds majority vote of the membership at any meeting of the membership following a formal vote of recommendation by the board of directors. At the discretion of the Board of Directors, dues for a member may be waived or reduced due to the inability to pay. Section 5: Voting Privileges of Members Every current member has voting privileges at the meetings of the Association. Section 6: Transfer of Membership Membership is non-transferable. ARTICLE IV – ASSOCIATION MEETINGS Section 1: General Meetings There shall be at least 4 membership meetings of current members of NHAVA during the year, including the annual meeting. The board of directors shall determine the dates, places and times of the meetings. Written notice of meetings shall be issued to all current members no less than two weeks prior to the meeting. Section 2: Annual Meeting The annual meeting shall take place in October and will serve the purpose of electing the Board of Directors and officers and delivering the annual report to the membership. Section 3: Special Meetings of the Membership Special meetings of the membership may be called by the president or elected officers or by written request of five current members of NHAVA. Section 4: Quorum As defined in Article VI, section 5, a quorum must be present to conduct business. ARTICLE V – OFFICERS AND DUTIES Section 1: Officers and Duties There shall be four officers of the board of directors consisting of a President, Vice-President, Secretary, Treasurer and the immediate Past-President. Section 2: The President The president shall be the executive officer of NHAVA; shall preside at all board meetings and general meetings of NHAVA; if unavailable shall arrange for another officer to preside at each meeting in the following order: vice-president, secretary, treasurer. The president shall, with the treasurer, have authorization for the distribution of funds. Section 3: The Vice-President The vice-president shall serve in the absence of the president and perform the duties of that office. The vice-president shall serve as chair of the program committee. Section 4: The Secretary The secretary shall be responsible for recording attendance at board meetings. The secretary shall keep attendance and accurate and complete minutes of the meetings of the association and the board; be responsible for the distribution of the minutes of general meetings to the members; keep permanent records of the association; be responsible for all general correspondence of the association and perform such other duties as may be assigned by the president. Section 5: The Treasurer The treasurer shall be responsible for all funds received by NHAVA; shall keep an accurate accounting of all receipts and disbursements; shall deposit funds in the bank in the name of NHAVA; shall have authorization along with the president for disbursements of funds; shall present a written financial report at all meetings of the association and of the board of directors. The treasurer shall coordinator the preparation of the budget and fundraising plans with the board of directors. A board designated independent audit will be presented in writing at the annual meeting. Section 6: Immediate Past-President The immediate past-president shall serve for one year in an advisory role as a non-voting ex officio member of the board of directors. The immediate past-president shall also perform such duties as assigned by the president. Section 7: Vacancies of Offices If the office of president is vacated, the vice-president will immediately become president for the remainder of the term. If the office of the vice-president is vacated, the board of directors will appoint a vice-president from the current board of directors to serve the remainder of the term. If the office of both the president and the vice-president are vacated, the board of directors will appoint a president from the current board of directors to serve the remainder of the term. If the office of secretary or treasurer is vacated, the board of directors will appoint a secretary or treasurer from the current board of directors to serve the remainder of the term. Any individual filling a vacant elected position will complete the term of that position. The board member can then serve his/her own term limit in his/her own right upon recommendation of the nominating committee and election at the next annual meeting. Section 8: Conflict of Interest Policy When any matter comes before the Board in such a way as to cause a potential conflict of interest, the affected Director shall make known the potential conflict, verbally or in writing. IF a majority of the remaining Directors deem that there is a conflict of interest, the affected Director shall withdraw from the portion of the meeting for as long as the matter is discussed. If the matter is brought to a vote, the affected Director shall not vote. The minutes of the meeting(s) shall reflect that disclosure was made, the affected Director withdrew during the discussion of the matter, he/she abstained from voting, and the actual vote itself. ARTICLE VI – BOARD OF DIRECTORS Section 1: Composition of the Board The Board of directors shall consist of the officers of the association, the immediate past president, chairs of the standing committees and a maximum of (seven) 7 members at large. The Board of Directors shall have no fewer than ten (10) and no more than fifteen (15) voting members. Section 2: Board Role and Compensation The board of directors is responsible for the overall policy and direction of the association. The board of directors receives no compensation. Section 3: Board Meetings The board of directors shall meet no less than four times annually. Members of the board of directors are expected to attend all meetings. Section 4: Special Meetings of the Board Special meetings of the Board of directors may be called by the president. Special meetings of the Board of Directors may be called by the president and a good faith effort must be made to notify all board members. Section 5: Quorum
Section 6: Elections Election of members of the board of directors including officers shall take place at the annual meeting of the association. Section 7: Term
Section 8: Board Vacancies If a vacancy on the board of directors occurs, the board of directors shall make an appointment for the remainder of the term. Section 9: Resignation and Termination Resignation from the board of directors should be in writing and received by the president or secretary. A member of the board or directors may be removed from the board by vote of a quorum of board of directors. ARTICLE VII – COMMITTEES Section 1: Creation of Committees The board may create ad hoc committees as needed, such as fundraising, special events or nominating. The president appoints all committee chairs. The standing committees shall be executive, program, membership, communications, public relations and legislative. Section 2: The Executive Committee The four officers serve as the members of the executive committee. Except for the power to amend the articles of incorporation and by-laws, the executive committee shall have all the powers and authority of the board of directors in the intervals between meetings of the board of directors. Section 3: The Program Committee The program committee shall be responsible for planning programs for general meetings of the membership. These responsibilities include arrangements for meeting places, speakers, costs, and communicating that information to the membership. Section 4: The Membership Committee The membership committee shall maintain an up-to-date database of the membership; send membership information to prospective members, prepare an updated listing of members for distribution annually to the membership. Section 5: The Communications Committee The communications committee shall prepare and publish the association’s newsletter quarterly. Section 6: The Public Relations Committee The public relations committee shall assist in creating a positive image of volunteerism and volunteer program administration in the State of New Hampshire by preparing all news releases about NHAVA activities and meetings. Section 7: The Legislative Committee The legislative committee shall inform the board of directors and the membership of legislative developments at the local, state and federal levels as they affect volunteers and volunteer program administration. The legislative committee shall recommend appropriate action by NHAVA in such matters as the need arises. The committee shall educate the membership on risk management for volunteer programs. ARTICLE VIII – AMENDMENTS Amendments of By-Laws Upon recommendation of the board of directors, Bylaws may be amended by a two-thirds majority vote of the membership present and voting at any meeting of the association. Written notice of the proposed changes shall be sent to all members as defined in Article IV of these bylaws. ARTICLE IX – PARLIAMENTARY AUTHORITY The rules contained in Robert’s Rules of Order Newly Revised shall be the parliamentary authority of the association. ARTICLE X – DISSOLUTION OF THE ORGANIZATION Section 1. Dissolution of the Organization Dissolution of the organization shall be determined by a two-thirds vote of the board of directors, or automatically in the event that one full calendar year passes with no association meetings or meetings of the board of directors. Section 2. Assets of the Organization In the event of the dissolution of NHAVA, the assets of the organization shall be donated to the New Hampshire State Library for the purpose of maintaining a current library of resources for volunteer program administrators. Revised October, 2006 |