Oklahoma VOAD By-Laws
Revised September 2012
Article I NAME AND RELATIONSHIP
Section A The name of this organization shall be the "Oklahoma Association of Voluntary Organizations Active in Disaster" (Oklahoma VOAD). The Oklahoma VOAD is associated with the National Voluntary Organizations Active in Disaster (National VOAD).
Section B The business address will be Oklahoma Voluntary Organizations Active in Disaster % Oklahoma Dept. of Emergency Management, P.O. Box 53365, Oklahoma City, OK 73152-3365
Article II PURPOSE
The Oklahoma VOAD is associated with the National Voluntary Organizations Active in Disaster (National VOAD). The purpose of this organization shall be to bring together voluntary organizations active in disaster services to foster more effective response to the people of Oklahoma in time of disaster through:
- Cooperation (creating a climate for cooperation, information and meeting together)
- Coordination (Encouraging a common understanding and providing a liaison with government offices)
- Communications (publishing, disseminating information)
- Collaboration (working together to achieve a common purpose)
- Education (increasing mutual awareness and encouraging effective disaster relief)
- Convening Mechanisms (arranging meetings, conferences, and training, as appropriate)
- Legislation (encouraging effective disaster relief legislation and policy) Oklahoma VOAD seeks to ensure the availability of needed services and to encourage uniform, impartial provision of these services.
Article III MEMBERSHIP
Section A Oklahoma VOAD is not a competing or exclusionist agency, but is intended to be an umbrella organization for existing agencies active in disaster response. Each member organization maintains its own identity and independence, yet works closely with other agencies to improve service and eliminate unnecessary duplication of effort.
Section B Any voluntary organization in Oklahoma, which is a member of the National VOAD, either directly or by affiliation through its national or regional organization, is entitled to Advisory Committee membership and full participation in all activities of the Oklahoma VOAD.
Section C Other organizations eligible for membership are those with Not-for-profit structure. Those qualified under the Internal Revenue Service Code 501 (C)(3). The services and resources that are provided by that organization also need to be available to all disaster victims. Therefore, volunteer organizations that have a disaster response capability, supported by governing documents, are encouraged to become a member.
Section D Any voluntary organization may apply for affiliation either directly at a general meeting of the Oklahoma VOAD or by submitting a letter or application to the Oklahoma VOAD Executive Committee describing its structure, mission and disaster response capabilities and purposes. The Executive Committee shall review the application and make a recommendation to the Advisory Committee for action.
Section E Any number of representatives may attend regular and annual meetings, with voice. All organizations should send one or more representatives to all general/annual meetings and to have one vote on any and all motions brought before the membership. Any representative may speak at the meetings, participate in discussions, propose initiatives and make and second motions. Where more than one representative of a member organization is present at a meeting, that delegation shall select one official representative to vote on all motions.
Section F Interested governmental agencies, both State and local may hold an Associate Membership status. Associate Members will be invited to attend and participate in all meetings, but they will not possess voting privileges nor will they be able to be elected as an officer of the Oklahoma VOAD.
Section G Agency Participation - Organizations which during the previous year have not attended one meeting will be reminded, in writing, by the Executive Committee of the need to do so, and that if the condition or conditions remain unmet during the following year, their membership could be suspended.
Article IV MEETINGS
Section A One annual Oklahoma VOAD meeting shall be held.
Section B Regular Oklahoma VOAD meetings shall be held five (5) times per year on a bimonthly basis.
Section C Oklahoma VOAD meetings shall be called at the time and location of a disaster, as needed.
Section D Other meetings may be called by the Executive Committee.
Section E Roberts Rules of Order shall be considered general rules for the conduct of meeting.
Section F The Executive Committee shall appoint a Conference Committee for the upcoming year. The Conference Committee shall be a fair representation of Oklahoma VOAD agencies and shall have the responsibility of location, presenters, agenda items, and logistics of the conference.
Article V FUNCTION IN DISASTER
Section A The Oklahoma VOAD represented by its chairperson or designee, will carry out the organization's activities as exhibited in the "Disaster Activation and Response Plan" that is an attachment of to this document.
Article VI ADVISORY COMMITTEE
Section A The Advisory Committee shall consist of one member from each voting member organization. The members are to be selected by their own organization.
Section B Advisory Committee meetings are at the call of the Chairperson.
Article VII EXECUTIVE COMMITTEE
Section A The Executive Committee shall consist of the current officers and others by special invitation of the committee.
Section B Executive Committee meetings are at the call of the Chairperson.
Section C The Executive Committee handles all Oklahoma VOAD business between Oklahoma VOAD meetings.
Article VIII OFFICERS
Section A Officers of Oklahoma VOAD shall consist of Chairperson, First Vice- Chairperson-Elect, Vice-Chairperson, Secretary, and Treasurer.
Section B The Executive Committee may appoint an Oklahoma Emergency Management Liaison to serve as an advisor to the Executive Committee. The office of the Oklahoma Emergency Management Liaison is not a voting position.
Article IX TERM OF OFFICE
Section A The term of office for each officer is one year. The Chairperson, Chairperson-Elect, and Vice Chair may serve for two full consecutive terms. There is no term limit for the Secretary and Treasurer. The election takes place at the annual meeting of Oklahoma VOAD.
Article X METHOD OF ELECTION
Section A The incumbent Chairperson shall call the current officers together prior to the annual Oklahoma VOAD meeting. This group shall then appoint a nominating committee representing at least three (3) different agencies.
Section B The Chairperson of the Nominating Committee shall present the nominations slate to the Oklahoma VOAD Advisory Committee present. Nomination may also be accepted from the floor. The nominations may be accepted as a whole, or one by one, depending upon the wishes of the constituent body present. The chairperson of the nominating committee should call for a vote of the constituencies' choice.
Article XI DUTY OF OFFICERS
Section A Chairperson
a. The Chairperson shall preside at all Oklahoma VOAD meetings.
b. The Chairperson calls the officers and Advisory members for nomination purposes.
c. The Chairperson is Chairperson of the Advisory Committee.
d. The Chairperson is Chairperson of the Executive Committee.
Section B Chairperson-Elect
a. Chairperson-Elect serves in absence of Chairperson.
b. The -Chairperson-Elect serves on Executive Committee.
c. The Chairperson-Elect shall prepare to become a nominee for Chairperson at the end of the current Chairperson’s term.
Section C Vice-Chairperson
a. The Vice-Chairperson serves in absence of Chairperson or Chairperson-Elect. The Vice-Chairperson serves on Executive Committee.
Section D Secretary
a. Records minutes of Oklahoma VOAD meetings.
b. Provides each officer and Advisory Committee member with a copy of Oklahoma VOAD meeting minutes before the next meeting.
c. Oversees the sending of notices for Oklahoma VOAD meetings
d. Oversees the registrations at Oklahoma VOAD annual meetings.
Section E Treasurer
a. Handles all Oklahoma VOAD monies.
b. Distributes and/or pays bills authorized by the Executive Committee.
c. Sets up bank account for Oklahoma VOAD in a convenient bank (Preferably not the same bank where personal banking is done), and has responsibility for Oklahoma VOAD checkbook.
d. Oversees reimbursements of all expenses as voted on by the Executive Committee or Advisory Committee. Appropriate receipts should accompany reimbursement.
e. Prepares all required tax-related and 501(c)3 documentation.
Article XII FINANCES
Section A Oklahoma VOAD shall not be a fund-raising organization. Sources of income shall include, but are not be limited to, the registration fee paid by those who attend the annual Oklahoma VOAD meeting.
Oklahoma VOAD will not engage in fundraising activities (in-kind or monetary) which would in any way compete with the fundraising activities of its members. During a disaster incident, no formal fundraising announcement or actions shall be taken by Oklahoma VOAD Executive Committee on behalf of the organization nor will specific steps be taken to build an infrastructure to enhance Oklahoma VOAD 's abilities to raise funds directly.
Section B Donations to Oklahoma VOAD will be accepted only as a last resort and will be considered unsolicited in instances where the donor does not wish to donate to the organization(s) of their choice and the donor has directed their gift to Oklahoma VOAD with the specific intention that the gift be shared among all members of Oklahoma VOAD.
The Oklahoma VOAD shall establish the following guidelines regarding the expenditure of funds.
A. Donor intent - If funding is given for specific programs or projects - the Oklahoma VOAD President will appoint a member committee to oversee the appropriate expenditure of donated funds and report back to the Oklahoma VOAD committee as a whole.
B. Non-designated donations will be utilized as approved for the following functions -
1. Funding will be used to underwrite training and meeting expenses of the Oklahoma VOAD as approved by the Oklahoma VOAD.
2. Funding will be appropriated to the Long-Term Recovery Committees to be expended on individual clients' unmet needs. The president with executive approval shall appoint member or members to represent the Oklahoma VOAD at the long term recovery committees. This appointed member or members shall then present expenditures to the executive committee for final approval.
3. Funding can be designated to cover other expenses of Oklahoma VOAD as approved by the Executive Committee.
Section C The Oklahoma VOAD shall require the signatures of two separate Executive Committee members on all checks over $500 issued by Oklahoma VOAD. Checks $500 and under and accompanied by original receipt and previously approved by Oklahoma VOAD will only require one signature of an Executive Committee member.
Section D In the event that Oklahoma VOAD were to dissolve, all remaining funds, not expended at, or prior to, the date of final resolution, will be distributed to National VOAD to be used in support of disaster relief efforts.
Article XIII AMENDMENTS
Section A Proposed amendments must be distributed in writing and posted on www.okvoad.org not less than two weeks prior to an Oklahoma VOAD meeting at which the amendments will be considered.
Section B Amendments to these by-laws may be made by a two-thirds majority vote of the Advisory Committee present.