NHAVA By-Laws
Established in 1997, NHAVA is dedicated to supporting and strengthening the profession of volunteer administration through education, networking and recognition.

ARTICLE 1 – Name
The 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
A quorum of the association shall be defined as 20% of the total membership.
A quorum of the board of directors shall be defined as 60% of the board members.
A quorum must be present to conduct business.

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

• The term of the elected board of directors and officers shall be November 1 through October 31 of the following year.
• An association member elected to the board of directors, including all elected officers, shall serve in that position for a term of one year.
• All members of the board of directors, including elected officers may serve no more than six consecutive years on the board.
• All members of the board of directors, including elected officers are eligible for re-election to the same office, a different office or general board membership.
• An elected officer (president, vice-president, secretary, and treasurer) shall serve in the same office consecutively no more than three terms or three years and after serving three consecutive terms or three years in the same office shall be ineligible for re-election to the same office until one term (one year) has elapsed.
  

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.