By Laws

SoAzVOAD BYLAWS

Approved May 18, 2010

I.       Name and Jurisdiction:

  1. The name of this organization is the Southern Arizona Voluntary Organizations Active in Disaster (SoAzVOAD).

SoAzVOAD is a regional counterpart of the Arizona Voluntary Organizations Active in Disaster (AzVOAD) and the National Voluntary Organizations Active in Disaster (NVOAD).  The service area of SoAzVOAD includes Pima, Graham, Greenlee, Cochise, Santa Cruz, and Yuma counties.

II.    Mission and Purpose:

  1. The Southern Arizona Voluntary Organizations Active in Disaster (SoAzVOAD) is a regional coalition of non-profit, for profit, and government organizations that may be active in all levels and phases of disaster.  Its mission is to foster inter-agency cooperation and coordination in order to provide efficient and comprehensive support and services to disaster survivors and communities vulnerable to disasters in Pima, Graham, Greenlee, Cochise, Santa Cruz, and Yuma Counties.
  1. SoAzVOAD accomplishes its mission through:
  • Communication:  disseminating information through meetings, websites, and outreach.
  • Coordination:  coordinating policy among member organizations and serving as a liaison to the state and national VOADs, the state of Arizona, and other groups involved in disaster.
  • Cooperation:  fostering cooperation among member and non-member organizations at all levels.
  • Collaboration:  dedicating ourselves to working together to achieve specific goals before, during, and after a disaster.
  • Convening Mechanisms:  providing seminars, meetings, local and regional conferences, and training programs.
  • Legislation:  encouraging effective disaster relief legislation and policy.

III.  Membership:

  1.  SoAzVOAD is not intended to be a competing or exclusionary organization but an umbrella organization of existing agencies.  Each member organization maintains its own identity and independence yet works closely with other member organizations and local, state, and federal authorities to improve services and eliminate unnecessary duplication.
  1. Membership:

Organizations meeting the following criteria are eligible to be SoAzVOAD partners:

  1. Not-for-profit organizations with voluntary memberships and constituencies qualified under the IRS Regulation 501(c)(3), and other organizations, government agencies, or businesses with disaster planning and operations responsibilities and capabilities.
  1. Each organization must have a disaster response policy committing to providing resources to meet the needs of people affected by disaster without discrimination.
  1. Organizations must serve communities within Pima, Graham, Greenlee, Cochise, Santa Cruz, and/or Yuma counties.

C.     Partnership Application Procedures:

1.      Organizations interested in becoming SoAzVOAD partners will be given a Partnership Organization Profile form and a Resources and Capabilities Survey for inclusion in our SoAzVOAD Partner Resources Directory.

D.    Conditions and Responsibilities of Membership:

1.      Partners meet SoAzVOAD’s membership criteria and agree with SoAzVOAD’s mission.

2.      Partners are encouraged to have at least one representative present at SoAzVOAD General Partnership, Special, or Emergency meetings in person or through teleconferencing or videoconferencing.

3.      A Partner may voluntarily withdraw from SoAzVOAD but may still be contacted in the event of an emergency.

V.    Meetings

  1. The meetings of the SoAzVOAD shall be guided by the Executive Committee.  General Partnership meetings are open to the public.
  1. General Partnership Meetings:

1.      General Partnership meetings will be held quarterly or as scheduled by the Executive Committee.  Written notice and a meeting agenda will be sent to all members at least 14 days prior to any meeting.  Additional business may be considered by a simple majority vote of members present.

2.      Member representatives speak and vote for their organization at meetings.  Each member organization may send an unlimited number of representatives, but each organization only has one vote.

  1. Committee Meetings:

1.      Executive Committee meetings are held monthly or as determined by Executive Committee members.

2.      Meetings are attended by members and specially invited guests, such as subject matter experts.

3.      Ad hoc committees may be created and disbanded as needed by the Executive Committee to deal with operational issues.

  1. Special Meetings:

1.      Special meetings to address specific issues, problems, or events may be called by any member of the Executive Committee or by Partner organizations.

2.      Members will be notified about a Special Meeting five days prior to the meeting.  The notice will include a specific agenda.

3.      Additional business will not be discussed at a special meeting unless approved by a majority of members prior to the meeting.  Until such consent is obtained, action on matters not identified in the agenda will not be valid.

C.     Emergency Meetings:

1.      Emergency meetings to address the immediate needs of a disaster can be called at any time by any member of the Executive Committee.

2.      Emergency meetings may be conducted entirely through teleconferencing or videoconferencing.

3.      Emergency meetings are open to organizations with specific response and recovery capabilities pertinent to the disaster.

VI.  Executive Committee and Officers

  1. Executive Committee:

1.      The Executive Committee will consist of a minimum of six regular members.  These should include a representative from one partner organization in each of the six counties (Pima, Graham, Greenlee, Cochise, Santa Cruz, and Yuma), the heads of standing committees, and ad hoc representatives from key partner organizations.

2.      Executive Committee members will be elected from the general partnership every two years.  Votes will be cast in person by member representatives or by written proxy.

  1. Officers:

1.      A Chairperson, Vice Chairperson, and Secretary will be elected from the Executive Committee membership by the Executive Committee members.

2.      Officers must be representatives from partner organizations.

3.      Officers are elected for the duration of the Executive Committee term.

  1. Officer Functions:

1.      Chairperson – the Chairperson provides leadership, convenes and presides over meetings, has an ex-officio seat on SoAzVOAD committees, sits on the AZVOAD Executive Committee, and represents SoAzVOAD at external meetings and conferences in the community.  The Chairperson will abstain from voting unless a tie breaker is needed.

2.      Vice-Chairperson – the Vice-Chairperson acts on behalf of the Chairperson in her/his absence.

3.      Secretary – the Secretary maintains organizational records, provides administrative support, sends out meeting agendas and other announcements to the general membership, keeps the minutes of meetings and provides copies to members.

VIII.Voting

A.    Each partner organization is entitled to one vote.

B.     Partner organizations present at a properly noticed meeting constitute a quorum to do business.

C.     All voting except as otherwise provided for in these bylaws shall pass by simple majority vote.

D.    All votes (formal or consensus reached) will be recorded in the meeting minutes

E.     An individual may represent more than one organization.  However an individual only has one vote regardless of the number of organizations he or she may represent.

F.      Email proxy or email voting is allowed.

IX. Amendments

  1. Amendments to these bylaws may be made by a simple majority vote of the SoAzVOAD Executive Committee in accordance with these bylaws.  E-mail, proxy, or electronic voting is allowable.  Amendments must be moved and seconded at a properly noticed Executive Committee to be voted on at the following Executive Committee meeting.

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