Oklahoma Voluntary Organizations Active in Disaster









ByLaws

Article I NAME AND RELATIONSHIP

Section A The name of this organization shall be the "Oklahoma Voluntary Organizations Active in Disaster" (OKVOAD). The OKVOAD is associated with the National Voluntary Organizations Active in Disaster (NVOAD).

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 OKVOAD is associated with the National Voluntary Organizations Active in Disaster (NVOAD). 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)

- 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) OKVOAD seeks to ensure the availability of needed services and to encourage uniform, impartial provision of these services.


Article III MEMBERSHIP

Section A OKVOAD 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 OKVOAD.

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 a constitutional reference, are encouraged to become a member.

Section D Any voluntary organization which does not meet the basic requirement for membership may apply for affiliation either directly at a general meeting of the OKVOAD or by submitting a letter or application to the OKVOAD Executive Committee describing its structure, mission and disaster response capabilities and purposes. The Executive Committee shall review the application and notify the organization of approval or denial of the application.

Section E Each organization is entitled to one Advisory Committee membership in OKVOAD. 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 OKVOAD.

Section G Conditions for Membership _ 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 OKVOAD meeting shall be held.

Section B Regular OKVOAD meetings shall be called at the time and location of a disaster, as needed.

Section C Other meetings may be called by the Executive Committee.

Section D Roberts Rules of Order shall be considered general rules for the conduct of meeting.

Section E The Executive Committee shall appoint a Conference Committee for the upcoming year. The Conference Committee shall be a fair representation of OKVOAD agencies and shall have the responsibility of location, presenters, agenda items, and logistics of the conference.


Article V FUNCTION IN DISASTER

Section A The OKVOAD represented by its chairperson or designee, will carry out the organization's activities as exhibited in the "Disaster Coordination Plan" that is an attachment of this document.


Article VI 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 OKVOAD business between Meetings of the Advisory Committee and the OKVOAD meetings.


Article VII OFFICERS

Section A Officers of OKVOAD shall consist of Chairperson, First Vice- Chairperson, Second Vice-Chairperson, Secretary, and Treasurer.

Section B The Executive Committee may appoint an Executive Secretary to carry on the operational business of the OKVOAD. The office of the Executive Secretary is not a voting position.


Article VIII TERM OF OFFICE

Section A The term of office for each officer is one year and may serve for two full consecutive terms. The election takes place at the annual meeting of OKVOAD.


Article IX METHOD OF ELECTION

Section A The incumbent Chairperson shall call the current officers together with the Advisory Committee members present at the annual OKVOAD meeting. This group shall then appoint a nominating committee of one each from five different agencies.

Section B The nominations slate will be presented to the OKVOAD constituency 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 X DUTY OF OFFICERS

Section A Chairperson
a. The Chairperson shall preside at all OKVOAD 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 First Vice-Chairperson
a. The First Vice-Chairperson serves in absence of Chairperson.
b. The First Vice-Chairperson serves on Executive Committee.

Section C Second Vice-Chairperson
a. The Second Vice-Chairperson serves in absence of Chairperson or First Vice-Chairperson. The Second Vice-Chairperson serves on Executive Committee.

Section D Third Vice-Chairperson
a. The Third Vice-Chairperson serves in absence of Chairperson or First Vice-Chairperson.
b. The Third Vice-Chairperson serves on Executive Committee.

Section E Secretary
a. Records minutes of OKVOAD meetings.
b. Provides each officer and Advisory Committee member with a copy of OKVOAD meeting minutes before the next meeting.
c. Oversees the sending of notices for OKVOAD meetings d. Oversees the registrations at OKVOAD annual meetings.

Section F Treasurer
a. Handles all OKVOAD monies.
b. Distributes and/or pays bills authorized by the Executive Committee.
c. Sets up bank account for OKVOAD in a convenient bank (Preferably not the same bank where personal banking is done), and has responsibility for OKVOAD checkbook.
d. Oversees reimbursements of all expenses as voted on by the Executive Committee or Advisory Committee. Appropriate receipts should accompany reimbursement.

Section G Advisory Committee
a. The Advisory Committee shall consist of one member from each voting member organization. The members are to be selected by their own organization.
b. Advisory Committee meetings are at the call of the Chairperson.
c. Advisory meetings shall be called to make plans for the annual OKVOAD meeting and take care of other items of business.


Article XI FINANCES

Section A OKVOAD 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 OKVOAD meeting.

Section B Donations to OKVOAD will be acceptable.

Section C The OKVOAD shall require the signatures of two separate Executive Committee members on all checks issued by OKVOAD.


Article XII AMENDMENTS

Section A Proposed amendments must be distributed by mail not less than two weeks prior to a meeting of the Advisory Committee 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.

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