About us By-laws

 

 

ARVOAD Ammendments & By-Laws

 

 

 
Article I – Name, Purpose and Objectives

    The name of the organization is the Arkansas Voluntary Organizations Active in Disaster (ARVOAD). ARVOAD is the state counterpart to the National Voluntary Organizations Active in Disaster (NVOAD).  The Jurisdiction is the State of Arkansas.

  • Mission

    ARVOAD is a humanitarian association of independent voluntary organizations who may be active in all phases of disaster.  Its mission is to foster efficient, streamlined service delivery to people affected by disaster, while eliminating unnecessary duplication of effort, through cooperation in the four phases of disaster: preparation, response, recovery, and mitigation. 

  • Overview

    ARVOAD is not a competing or exclusionary organization. ARVOAD is intended to be a network for organizations active in disaster.  Each ARVOAD member organization will maintain its own identity and independence while closely collaborating with other ARVOAD member organizations, interfaiths, and local, state, or federal authorities. 

    ARVOAD is not a fundraising organization.  Any funds received will be used to meet the administrative expenses of the organization.  In the event of the dissolution of ARVOAD, any remaining funds shall be disbursed to NVOAD Headquarters. 

    ARVOAD accomplishes its mission by adhering to the following principles: 

  • Cooperation:  Foster cooperation among ARVOAD member organizations at all levels and in all phases of disaster
  • Coordination:  Coordinate the development of ARVOAD policies and procedures, and, the implementation of services among ARVOAD member organizations. ARVOAD may also provide links to national and international disaster relief organizations. ARVOAD serves as advocate and liaison between member agencies and the State of Arkansas.
  • Communication:  Exchange and disseminate information among ARVOAD member organizations and the public, as well as local, state and federal agencies, in conjunction with the individual ARVOAD members.
  • Collaboration: We dedicate ourselves to work together to achieve specific goals and to undertake specific projects at disaster sites.  We form partnerships during the disaster response.
    • Education – providing training and increasing awareness and preparedness in each organization.
    • Leadership Development – giving volunteer leaders training and support so as to build effective state VOAD organizations.
    • Mitigation – supporting the efforts of federal, state, and local agencies and governments and supporting appropriate legislation.
    • Convening Mechanisms – putting on seminars, meetings, board meetings, regional conferences, training programs, and local conferences.
    • Outreach – encouraging the formation of and giving guidance to state and regional voluntary organizations active in disaster relief.

Article II – Offices 

    The principal office of the ARVOAD shall be located at the United Way – Heart of Office – 516 Pershing – North Little Rock, AR 72114.  Mailing address shall be PO Box 3721 – Little Rock, AR 72203.  The phone is 501-376-4567.  ARVOAD may have such other offices, within the State of Arkansas, as the Board of Directors may designate or as the business of the ARVOAD may from time to time require. 

Article III – Members and Partnerships 

    1. Categories of Membership
    1. Partner – Organizations, which meet all of the following criteria, are eligible for the Partner category of membership in ARVOAD.
      • Organizations with voluntary memberships and constituencies, which are not-for-profit, that is those qualified under the IRS Code as 501c3.
      • Organizations must have a disaster response program and policy for commitment of resources to meet the needs of people affected by disaster without discrimination
      • Organizations must be statewide in scope.
    1. Associate –  The Associate category of membership may be granted to organizations, government agencies, or businesses with disaster planning and operations responsibilities or capabilities that do not meet all of the criteria for Partner membership and:
      • Have a disaster response program and policy for commitment of resources to meet the needs of people affected by disaster without discrimination.
      • Need not be statewide in scope
    1. Conditions of Membership
      • Meet the membership criteria of ARVOAD.
      • Agree with the mission of the ARVOAD.
      • Have an authorized representative at ARVOAD business and special meetings.
      • Adhere to the above conditions to be in good standing.
    1. Membership Application Procedures
      1. Organizations requesting membership will apply by letter to ARVOAD describing their intended commitment to the ARVOAD.  Candidate organizations are encouraged to attend ARVOAD meetings during the pendency of their application.
      2. ARVOAD Executive Committee (EC) will determine category eligibility of the candidate organization using the ARVOAD bylaws and present the application for discussion at the next business meeting.
      3. The Authorized Member Organizational Representatives (AMORs) will vote after the application is presented and discussed to extend or deny an offer of membership to the candidate organization.
    1. Dues
      1. ARVOAD dues are $25 per member organization and are due on July 1 which is the beginning of the fiscal year.  Dues are used for operational purposes. 
    1. Responsibilities of Membership
    1. The leadership of the AMOR member organization must be committed to sending knowledgeable and authoritative representatives to attend ARVOAD meetings.
    2. The AMOR must have access to the resources of their organization to serve the needs of disaster victims.  AMOR member organizations are encouraged to designate one alternate AMOR (AAMOR) to attend ARVOAD meetings.
    3. The leadership of the AMOR member organization shall designate the primary representative and one alternate representative in a letter to the ARVOAD Executive Committee.  Routine changes are made no later than thirty days prior to the next business meeting.
    4. An AMOR who misses 50 percent of the business and special meetings in a twelve-month period shall receive a reminder letter from the Executive Secretary.  A copy of the reminder letter shall be sent simultaneously to the leadership of the AMOR’s organization. 
    5. The reminder letter shall state the importance of each organization’s participation and shall request a statement as to the intentions of the AMOR as well as that of their organization to actively participate in the future. 
    6. If the organization or the AMOR fails to respond to the reminder letter within thirty days or accumulates two additional unexcused absences in the next twelve-month period, the Executive Secretary shall recommend a vote to reduce, or, terminate the status of the organization.
    1. Termination of Membership – An organization’s membership may be terminated by:
    1. ARVOAD member organizations may voluntarily withdraw by submission of a letter of separation to the Executive Committee.
    2. Membership may be terminated at any time for any reason by a four-fifths formal vote.
    3. Consistent failure to meet the conditions and responsibilities of membership.

Article III – Meetings 

    The meetings of ARVOAD shall be guided by the Roberts Rules of Order, except as otherwise provided for in these bylaws. ARVOAD business meetings are open to the public.  

    1. Business Meetings
    1. Business meetings will be held a minimum of four times a year on a schedule set by the ARVOAD. 
    2. The annual meeting will take place coincident with one of the regular meetings as determined by the Executive Committee.
    3. The cycle of business meetings for a sitting body of representatives from AMOR member organizations shall last two years.
    4. Written notice, including a meeting agenda, shall be sent by mail, fax or email to all members prior to any business meeting no less than two weeks before a meeting.
    5. The AMOR has voice for and votes for his/her organization at business meetings.  Other representatives from the same organization have voice, when recognized by, and, at the discretion of the Chair.  The intent is that there is a reasonable exchange of ideas in a timely fashion without monopoly by multiple representatives of a single agency.
    6. Decisions on any question at a ARVOAD meeting will be decided by majority vote of the member agencies present and voting.
    1. Special Meetings
    1. Special meetings of the members, for any purpose or purposes, unless otherwise prescribed, may be called by the Chair or by the Executive Committee at the request of ten percent of the members entitled to vote at such meeting.
    1. Emergency Meetings
    1. Emergency meetings to meet the needs of disaster events (or drills) can be called at any time by the Executive Committee with minimal notice
    2. Teleconferencing is an option for emergency meetings to facilitate the work of ARVOAD.    
    3. Emergency meetings are open to members and those agencies with specific response and recovery responsibilities that concern ARVOAD members.
    1. Committee Meetings

      1. Committee meetings are limited to committee members

    1. Technical advisors may attend committee meetings at the request of the chairperson.
    1. Place of Meetings
    1. The Executive Committee may designate any place as the place of the meeting for any annual, special, emergency or committee meeting.  Meetings may be held via telephone conference.

Article IV – Officers 

    Officers are nominated and voted on at the annual meeting.  The term of office is for two years.  Officers may not serve more than two consecutive two-year terms.  Their term of office begins with the first meeting following the annual meeting.  Officers must be Partner Member AMORs.  Individuals not organizations are elected.  Any member of ARVOAD may nominate officers.  Nominations must be seconded to be accepted.  A list of the accepted nominees must appear on the agenda and mail, faxed or emailed to the membership two weeks prior to the annual meeting.  These officers are elected by the membership of ARVOAD.  No single agency will be allowed to hold more than one officer position. No compensation if paid to ARVOAD officers. 

  • When an officer’s position is vacated the Chair shall call for nominations and an election within the next business meeting to serve the unexpired term. 
  • For good cause, Officers may be removed from office by a four-fifths of the Executive Committee and confirmed by the membership.
  • Associate members may be called on to serve on the Executive Committee in an Ex-officio capacity. 

    The Executive Committee shall meet when called by the Chair to conduct business.  An Executive Committee may be called by at least two other members with at least two weeks notice to call Committee members. 

    The Executive Committee shall have the power to act for ARVOAD between regular meetings. 

    The Executive Committee consists of the following officers.   

    1. Chair (may not serve more than two consecutive terms)

      Function:  presides at meetings, acts as spokesperson and represents ARVOAD, delegates tasks as pertains to ARVOAD business, convenes meetings, provides leadership and nominates committee members to be voted on by the Executive Committee.  The Chair with the consent of the voting membership may engage in external contracts.

    1. Vice-Chair (may not serve more than two consecutive terms)

      Function:  Acts on behalf of the Chair in the absence of or at the request of the chair.  The Vice-Chair shall assume the position of Chair in the event that Chair fails to complete his/her term.  The Vice-Chair also performs such other duties as may be assigned by the Chair or Executive Committee.

    1. Secretary (may not serve more than two consecutive terms)

      Function:  Maintains organizational records, makes notifications, keeps minutes of meetings, ensures that a register of the complete address of members and designated representative is updated and performs the entire duties incident to the office of the Secretary and such other duties from time to time may be assigned to him or her by the President or by the Executive Committee. 

    1. Assistant Secretary (may not serve more than two consecutive terms)

      Function:  Acts on behalf of the secretary in the absence of or at the request of the secretary or chairperson.

    1. Treasurer

          (may not serve more than two consecutive terms)

      Function:  Maintains financial records of ARVOAD, ensure custody of all funds, monies due and payable to ARVOAD from any source received and receipted; ensures all monies deposited in the name of ARVOAD in such financial institutions as selected in accordance with the By-Laws; performs duties incident to the office of the Treasurer and such other duties as from time to time may be assigned to him/her by the Chair or Executive Committee.

    1. Assistant Treasurer (may not serve more than two consecutive terms)

      Function:  Acts on behalf of the treasurer in the absence of or at the request of the treasurer or chairperson. 

    1. Associate Member (serves in an ex-officio capacity)

      Function:  Acts on behalf of the disaster agency in an advisory capacity. 

    1. Associate Member (serves in an ex-officio capacity)

      Function:  Acts on behalf of the disaster agency in an advisory capacity. 

Article V – Executive Secretary 

    The position of Executive Secretary shall exist at the discretion of the ARVOAD Executive Committee.  If the Executive Committee decides to fill such a position, a Search Committee shall be appointed by the Chair.  The Search Committee shall nominate a candidate to the Executive Committee for approval and appointment. The Executive Secretary shall affect the programs, policies, administrative and fiscal functions of ARVOAD as directed by ARVOAD.  The Executive Secretary shall insure the recording and safekeeping of the minutes of all meetings of the Executive Committee and the Annual Meeting of the organization.

Article VI – Standing Committees 

    The following Standing Committees may be appointed per the bylaws. Committees shall be representative of AMOR member organizations.  Associate members serve on Standing Committees in an ex-officio or advisory capacity. 

    • By-Laws Committee - This committee will be chaired by the Vice Chair and provide oversight, review and submit recommended revisions to the members for voting.
    • Executive Committee - The executive committee will minimally consist of the elected officers who have voice and vote and designated staff serving as ex-officio members having voice without vote. The Executive Committee may also include any other individuals in either an official (voting) or ex-officio (nonvoting) capacity, as deemed necessary. The Executive Committee convenes periodically at the request of any of its members and is authorized to exercise the powers and responsibilities of ARVOAD when that body is not in session. The Executive Committee is empowered to take any action that could be taken by the membership as a whole, and will report on its activities in a timely manner to the full membership.
    • Finance Committee - This committee will be chaired by the Treasurer and is responsible for fiscal policy, dues collections, financial reports to the membership and engagement of the auditing process.  The Treasurer oversees the ARVOAD checking account.  Funds can be withdrawn by two proper signatures of any two officers with prior concurrence of the Executive Committee.
    • Member Committee - The membership committee will be chaired by a current member, have a minimum of three members with at least one member not currently on the Executive Committee.
    • Nominating Committee - The nominating committee will be chaired by a current member, have a minimum of three members with at least one member not currently on the Executive Committee.

Article VII – AD Hoc Committees 

    Ad hoc Committees will be created and/or terminated, as needed, by the Executive Committee to deal with operational issues.

    • Donations Management Committee - This committee may focus on warehousing, inventory, dissemination, unsolicited donations, compatible software, technology and training. 
    • Volunteer Management Committee – This committee may focus on community capacity building and unaffiliated and spontaneous volunteers.
    • Communications Committee - This committee may focus on internal and external communications, media kit and building technology communications plan to be used before, during and after disasters.
    • Emotional and Spiritual Care Committee - The committee may focus on working with NVOAD’s Emotional and Spiritual Care Manual, mental health issues and early psychological intervention.
    • Mass Care Committee - The committee may focus on a road map for mass care and resource typing.
    • Recovery Committee - The committee may focus on the role played in by state VOAD’s in supporting Long Term Recovery. 
    • Public Policy Committee - The committee may focus on advocacy and declaration made for voluntary agencies.

Article VIII – Voting 

    1. Each Partner organization in good standing is entitled to one vote in any and all meetings of ARVOAD.
    2. Voting by proxy shall not be permitted.
    3. Members present at a properly noticed meeting shall constitute a quorum to do business. 
    4. All voting except as otherwise provided for in these bylaws shall pass by simple majority vote.
    5. All votes (formal or consensus reached) will be recorded in the meeting minutes
    6. An individual or AMOR may represent more than one organization however an individual/AMOR has one vote regardless of the number of organizations he/she may represent.
    7. The vote upon any question before the meeting may be by secret ballot.
    8. All elections shall be decided by majority vote.

Article IX – Voting Lists

  • Maintenance. The Secretary shall maintain an accurate and current list of the names and addresses of the members of ARVOAD eligible to vote. Such list shall be available for inspection at any and all meetings of the members of the ARVOAD.
  • Determination.  Each Member shall provide to the Secretary for placement on the official list of voting members the name and address of the person appointed to represent it and to vote for it at meetings of the members of the ARVOAD.  

Article X – Business Operations 

  • Contracts.  The Executive Committee may authorize any officer or officers, agent or agents, to enter into any contract or execute and deliver any instrument in the name of and on behalf of ARVOAD. Such authority may be general or confined to specific instances.
  • Checks, Drafts, Etc. All checks, drafts or other orders for the payment of money, notes or other evidences of indebtedness issued in the name of ARVOAD shall be signed by two officers of the Executive Committee and in such manner as shall from time to time be determined by resolution of the Executive Committee.
  • Deposits.  All funds of ARVOAD not otherwise employed shall be deposited from time to time to the credit of ARVOAD in such banks, trust companies, or other depositories as the Executive Committee may select.
  • Audits.  The financial accounts and records of ARVOAD shall be audited not less than once per fiscal year by an auditor who shall be selected by the Treasurer with the advice and consent of the Executive Committee.

    Article XI – Fiscal Year 

    The fiscal year for ARVOAD will begin on July 1 and end on the last day of June of each year.

    Article XII – Amendments

    1. Amendments to these bylaws may be made by a two-thirds majority vote.  Amendments must be moved and seconded at a properly noticed business or special meeting to be voted on at the following business meeting. Proposed amendments must be distributed to members at least thirty days prior to the date of the meeting at which they are to be considered and presented for adoption.