EAST TENNESSEE VOLUNTARY ORGANIZATIONS
ACTIVE IN DISASTERS
ARTICLE I NAME
Section 1-1: The name of this organization is the East Tennessee Division of the Tennessee Chapter of the “National Voluntary Organizations Active in Disasters,” hereinafter referred to as “ET-VOAD.”
ARTICLE II MISSION
Section 2-1: ET-VOAD is a consortium of recognized state voluntary organizations active in disaster relief. Its mission is to foster, through cooperation in mitigation and response, more effective service to people affected (imperiled or impacted) by disasters.
ARTICLE III PURPOSE
Section 3-1: To bring together voluntary organizations active in
disasters to foster more efficient services to people affected by disasters in East Tennessee through cooperation, coordination, communication, collaboration, education, and mitigation at all community levels, including government agencies.
ARTICLE IV MEMBERSHIP AND VOTING
Section 4-1: The membership of ET-VOAD shall consist of those voluntary and governmental organizations that respond to disasters or provide relief to disaster victims, who support and subscribe to the ET-VOAD’s Mission and Purpose, and who elect to join. Any number of organizational personal may attend regular and/or annual meetings, but voting on any issue before ET-VOAD shall be by organization, each organization having one (1) vote.
Section 4-2: A quorum shall consist of the members present at a pre-announced meeting of the organizational membership of ET-VOAD. The proxy letters or E-mail of absent members will be accepted for voting issues at announced meetings.
Section 4-3: ET-VOAD may elect to impose annual dues upon itself as a condition of membership. The imposition of such dues shall be only upon the recommendation of the Executive Committee and with the approval of one half (1/2) of the ET-VOAD organizational membership at a pre-announced meeting. If imposed, current payment of dues would become a requirement of regular, voting membership.
ARTICLE V OFFICERS
Section 5-1: The officers of ET-VOAD shall be a Chairperson, Vice-Chairperson, Secretary/Treasurer and the immediate Past Chairperson. Officers shall be elected by majority vote at an annual business meeting of ET-VOAD and serve without compensation until the date of the next annual business meeting. Officers are eligible to succeed themselves, provided however, that no person shall hold the same office for more than three (3) successive terms of one year. Officers may be removed at any regular meeting of ET-VOAD by a vote of two-thirds (2/3) of the total of the membership present.
Section 5-2: The officers shall perform the usual and customary duties associated with their respective position, including:
(A) Chairperson: The Chairperson shall preside at all meetings of ET-VOAD and chair the Executive Committee. The Chairperson shall arrange or delegate the arrangement of an agenda and program for each regular meeting. The Chairperson shall authorize the disbursement of all ET-VOAD funds upon approval of the Executive Committee.
(B) Vice-Chairperson: The Vice-Chairperson shall perform the duties of the Chairperson in his/her absence and shall be a member of the Executive Committee.
(C) Secretary/Treasurer: The Secretary/Treasurer shall give notice to members of all meetings, shall attend and keep records of all regular meetings and of all meetings of the Executive Committee, shall collect, deposit in a bank, and account for annual dues – if imposed – and shall disburse all funds on behalf of ET-VOAD when authorized by the Chairperson. The Secretary/Treasurer shall be a member of the Executive Committee.
(D) Past Chairperson: The immediate Past Chairperson shall act as adviser to the incoming Chairperson and the Executive Committee to insure the smooth transition of programs and activities of ET-VOAD. The Past Chairperson shall be a member of the Executive Committee. In the event that there is no Past Chairperson this office shall be left vacant.
ARTICLE VI COMMITTEES
Section 6-1: There shall be but one (1) standing committee for ET-VOAD, the Executive Committee. The Executive Committee shall consist of the Chairperson, Vice-Chairperson and Secretary/Treasurer. Meetings may be called by any member of the committee and may be virtual (via telephone or E-mail). The Executive Committee is empowered to act on behalf of ET-VOAD pending the next regular meeting of ET-VOAD. The Executive Committee will also approve the disbursement of any and all ET-VOAD funds. Actions of the Executive Committee will be submitted for approval of ET-VOAD at its next regular meeting.
Section 6-2: The Executive Committee may from time to time appoint ad hoc committees to attend to special projects pr purposes. The Executive Committee will enumerate the ad hoc Committee’s charge and authority as required and designate a chairperson. Ad hoc committees may not have a duration of more than one year.
ARTICLE VII MEETINGS
Section 7-1: Regular meetings of ET-VOAD will be held at least quarterly at a date, time and place designated by the Chairperson. The Secretary/Treasurer will provide at least two week’s notice of regularly scheduled meetings.
Section 7-2: The first regular quarterly meeting of the calendar year will be designated as a “business” meeting during which the election of officers will be held, annual dues established, if any, and all fiscal activity and accounting reported and approved.
Section 7-3: The Executive Committee or any member thereof may call a special meeting of ET-VOAD at a date, time and place designated by the Executive Committee upon two weeks notice. Such special meetings may be called to address time-critical, but non-emergency issues affecting ET-VOAD that might arise from time to time.
Section 7-4: An emergency meeting of ET-VOAD for the purpose of coordinating a response to a disaster may be called by any ET-VOAD member by and through the Executive Committee who will designate a time and place and attempt to notify as many ET-VOAD members as possible.
ARTICLE VIII BY-LAW ADOPTION AND AMENDMENTS
Section 8-1: These BY-LAWS (Articles of Organization) will take effect upon approval by two-thirds (2/3) of those organizations present and desiring membership at a general meeting called for that purpose.
Officers will be immediately elected upon adoption of the BY-LAWS and will serve until the next regular business meeting.
Section 8-2: Amendments to these BY-LAWS (Articles of
Organization) may be made by a two-thirds majority vote of those present at any regular meeting, provided a quorum is present.