CENTRAL INDIANA ASSOCIATION OF VOLUNTEER ADMINISTRATION
BY-LAWS – 9-11-2014
BY-LAWS – 9-11-2014
Article I - Name
The name of the organization shall be the Central Indiana Association of Volunteer Administration (CIAVA).
Article II - Purpose
The purpose of the Association shall be:
The Association is organized exclusively for educational, scientific, and charitable purposes as a not-for-profit association. It shall be conducted so that no part of its income or earnings will accrue to the benefit of any member, director, officer, or other individual. Upon dissolution, the assets shall be distributed to a like organization enjoying the exempt status 501(c)(6) of the Internal Revenue code or a successor statutory authority.
Article III - Membership
Section 1. Eligibility
Individuals eligible for membership shall be those persons who are active or who demonstrate an interest in the field of volunteer administration.
Charter membership shall be awarded to those individuals having submitted an application form and dues payment between September 1, 1986 and August 31, 1987.
Section 2. Establishment of Membership
Membership is established upon receipt of a completed application form and annual dues payment.
Members whose professional positions are terminated during the membership period will be granted a “grace period” of full membership status through the end of their membership period.
Members will be considered in “active” status if:
Section 3. Voting
Section 4. Membership Year
The membership year shall begin on the first day payment is received for the membership and end one year later.
Article IV - Dues and Finances
Section 1. Dues
Section 2. Finances
The treasurer shall prepare an annual report for the approval of the Board of Directors.
Article V - Officers and Duties
Section 1. Officers
Section 2. Duties
Section 3. Standing Committees
Article VI - Board of Directors
Section 1. Composition
The Board of Directors shall consist of the elected officers, two elected members at large, and the chairpersons of all standing committees.
Section 2. Duties
Section 3. Meetings
Regular meetings of the Board of Directors shall be held monthly. Additional meetings may be called by the President. At least fourteen (14) day notice shall be given for regular meetings and five (5) days for called meetings.
Section 4. Voting
A majority of board members is needed to pass a motion.
Article VII - Elections
Section 1. Method
Article VIII - Meetings
Section 1. Monthly Membership Meetings
Section 2. Special Meetings
Special meetings may be called by the President with at least ten (10) days written notice.
Article IX - Parliamentary Authority
Robert’s Rules of Order, most recently revised, shall govern the Association in all cases to which they are applicable and when they are not inconsistent with the Association by-laws.
Article X - Amendments
Article XI – Association Dissolution
Upon the dissolution of this corporation, its assets remaining after payment, or provision for payment, of all debts and liabilities of this corporation shall be distributed for one or more exempt purposes within the meaning of Section 501(c) 3 of the Internal Revenue Code or shall be distributed to the federal government, or to a state or local government, for a public purpose. Such distribution shall be made in accordance with all applicable provisions of the laws of this state.
POLICIES AND PROCEDURES
CIAVA E-mail Usage Statement
The Central Indiana Association of Volunteer Administration (CIAVA) requests your e-mail addresses for the sole purpose of informing you, as a member, of official CIAVA business. This business includes meeting notices, job postings, volunteer management questions and other items as the CIAVA Board sees fit.
In addition, the CIAVA member e-mail addresses are posted on the CIAVA website members’ page for the sole purpose of connecting with another CIAVA member to ask questions or advice related to the volunteer administration profession. We discourage anyone from using the addresses to promote individual organization(s) function(s) as that takes away from the purpose of the organization. As stated above, this information may be forwarded to the current CIAVA President for consideration to communicate with the membership.
CIAVA also maintains the ciava.org website as a means of promotion of the organization, and to allow members to have ready access to resources, tools, and education materials. Members will have access to a password-protected section of the website where they will be given access to materials reserved for members only.
This information is meant as a means of communication for the entire membership base and not for any organization(s) to disseminate information. If the information does have a place to assist the membership of CIAVA then it can be sent out but not unless first approved and will be sent out only at the discretion of the current CIAVA President.
Any infraction of the above policy will be discussed on an individual basis. Further enhancements to this document may need to be made as situations present themselves.
Meeting/Event Cancellation Due To Inclement Weather
In the event inclement weather threatens safe travel to a CIAVA monthly membership meeting or event, the following procedure will be followed:
The cancellation of a CIAVA monthly membership meeting or education event will be decided by the President and Vice President (in the case of a monthly membership meeting) OR the President and the Education Chair (in the case of an educational event/conference).
The decision to cancel a CIAVA event will be made by 6:00 a.m. on the day of the scheduled event. If IPS is cancelled, the CIAVA meeting will also be cancelled. Below is the protocol once the decision to cancel an event has been made:
The President shall contact the Communications Chair.
The Communications Chair will notify media outlets of the cancellation, post the cancellation information on the ciava.org home page, and post on the Facebook page.
The VP or Education Chair shall contact the Hospitality Chair.
The Hospitality Chair will contact the caterer and the meeting facility, and will notify the membership/mailing list via e-mail.
The VP or Education Chair shall contact guest speakers / presenters.
The name of the organization shall be the Central Indiana Association of Volunteer Administration (CIAVA).
Article II - Purpose
The purpose of the Association shall be:
- To promote the exchange of information
- To encourage growth and development of members
- To explore new issues and trends in volunteerism
The Association is organized exclusively for educational, scientific, and charitable purposes as a not-for-profit association. It shall be conducted so that no part of its income or earnings will accrue to the benefit of any member, director, officer, or other individual. Upon dissolution, the assets shall be distributed to a like organization enjoying the exempt status 501(c)(6) of the Internal Revenue code or a successor statutory authority.
Article III - Membership
Section 1. Eligibility
- Full membership:
Individuals eligible for membership shall be those persons who are active or who demonstrate an interest in the field of volunteer administration.
- Charter membership:
Charter membership shall be awarded to those individuals having submitted an application form and dues payment between September 1, 1986 and August 31, 1987.
Section 2. Establishment of Membership
Membership is established upon receipt of a completed application form and annual dues payment.
Members whose professional positions are terminated during the membership period will be granted a “grace period” of full membership status through the end of their membership period.
Members will be considered in “active” status if:
- The member has successfully submitted an application and annual dues, making his/her membership status current; and
- The member attends at least 6 out of 11 monthly membership meetings in a program year.
Section 3. Voting
- Each member of the Association shall have one (1) vote in the election of officers and for other matters presented to the membership for vote.
- Proxy votes shall not be permitted.
- The majority of members present rules.
Section 4. Membership Year
The membership year shall begin on the first day payment is received for the membership and end one year later.
Article IV - Dues and Finances
Section 1. Dues
- The amount of annual dues shall be determined by the Board of Directors.
- Full members and charter members must have current dues paid to be eligible to vote, hold office, and maintain membership.
Section 2. Finances
The treasurer shall prepare an annual report for the approval of the Board of Directors.
Article V - Officers and Duties
Section 1. Officers
- The elected officers shall be President, Vice President, Secretary, Treasurer, Membership, Education, Hospitality and two members at large.
- These officers shall serve for a term of two (2) years and may not serve in the same office for more than two (2) terms consecutively.
- Board candidates must be active members in good standing to be eligible to be elected or appointed to the board.
- Only one person from an organization may serve on the Association Board in a voting position at a time.
- The immediate past officers may serve as advisors for one (1) year.
- A member may serve on the Board of Directors a maximum of six (6) consecutive years. He/she shall not be eligible for an additional term until two (2) years have elapsed.
- Directors are required to attend at least 10 of the 11 monthly membership meetings and 11 of the 12 board meetings. The annual full-day board retreat is a required meeting. Two no-calls, no-shows will result in dismissal from the board. Absences with advance notice will be considered by the board.
- A member may fill a vacated board position mid-year by appointment of the Association President. This half-term position will not count toward the total number of years a member is permitted to serve.
- Elections will be held each year at the Annual Business Meeting. Once a board candidate has formally been elected or appointed at the Annual Business Meeting, their service begins to count toward the total number of years a member is permitted to serve.
- Directors may be reappointed for a one-year term in the case that one-third (1/3) of the Directors are being replaced at any one time. The board may bring nominations to the floor for consideration and a vote by the membership to determine which Director(s) will be reappointed. The objective is, insofar as practical, to have no more than one-third (1/3) of the Directors being replaced at any one time.
- Each active board member is required to sign a Conflict of Interest Agreement each year at the time of the annual board retreat. Board members are expected to report new conflicts of interest as they arise.
Section 2. Duties
- The President shall preside at all meetings of the Association and the Board of Directors. The President shall perform all customary duties pertaining to the office.
- The Vice President, in the absence of the President, shall perform all the duties pertaining to the office of President, and in addition, shall be chairperson of the Program Committee. He/she shall be responsible for coordinating the program agenda for each monthly membership meeting and for the Annual Business Meeting.
- The Secretary shall keep an accurate record of all Board of Directors meetings and monthly membership meetings, and shall distribute said records to the Association Board and membership as appropriate.
- The Treasurer shall have the custody and charge of all funds of the Association and shall disburse these funds upon authorization of the Board of Directors.
- The Education chair shall develop and execute additional educational opportunities outside of the monthly meetings and oversee the process of the CVA certification cycle.
- The Membership chair shall maintain the membership records of the organization including initiating renewal notices, receiving payments and keeping attendance for all meetings.
- The Hospitality chair shall collect RSVPs for membership meetings, share RSVP list with Treasurer, and maintain name tags for current meeting attendees. S/he shall also be responsible for coordinating membership meeting logistics and sending out meeting notices.
Section 3. Standing Committees
- The President shall appoint any necessary standing committees and their chairpersons with the approval of the Board of Directors. The committee members shall serve a term of two (2) years.
- Standing committees shall be: Communications/Website, Governance and other committees as deemed necessary, but not to exceed five (5) standing committee chairs at any given time.
- Standing committee chairs have full voting privileges on the board, and are expected to maintain level of commitment as outlined for elected Board positions. Chairs of standing committees will also be expected to sign a Conflict of Interest Agreement each year of their service and report new conflicts as they arise.
Article VI - Board of Directors
Section 1. Composition
The Board of Directors shall consist of the elected officers, two elected members at large, and the chairpersons of all standing committees.
Section 2. Duties
- The Board of Directors shall have general supervision of the affairs of the Association between its monthly membership meetings, provided that none of its actions shall conflict with actions taken by the Association.
- The Board of Directors shall recommend approval or changes in the annual budget, shall approve expenditures, and shall fill vacancies on committees.
Section 3. Meetings
Regular meetings of the Board of Directors shall be held monthly. Additional meetings may be called by the President. At least fourteen (14) day notice shall be given for regular meetings and five (5) days for called meetings.
Section 4. Voting
A majority of board members is needed to pass a motion.
Article VII - Elections
Section 1. Method
- Membership shall be notified of the nominees for office thirty (30) days prior to the Annual Business Meeting.
- The election of the officers and two members at large shall be conducted by secret ballot or by voice vote of the membership present at the Annual Business Meeting. The voting method will be at the discretion of the Board of Directors.
- Nominations shall be accepted from the floor with the nominee’s prior approval.
- The candidate for each office receiving a plurality of votes shall be declared elected.
- Elections will be held annually.
Article VIII - Meetings
Section 1. Monthly Membership Meetings
- A minimum of eleven monthly membership meetings including an annual meeting shall be scheduled by the Board of Directors.
- The Annual Business Meeting shall be the meeting for the purpose of electing officers, and for the purpose of education and information exchange.
- Anyone attending a monthly membership meeting must pay the designated fee. Cancellations must be received 24 hours in advance, or the fee will be billed.
Section 2. Special Meetings
Special meetings may be called by the President with at least ten (10) days written notice.
Article IX - Parliamentary Authority
Robert’s Rules of Order, most recently revised, shall govern the Association in all cases to which they are applicable and when they are not inconsistent with the Association by-laws.
Article X - Amendments
- Upon recommendation of the Board of Directors, these by-laws may be amended by plurality vote of the members present at a regular or called meeting of the Association. Notice of proposed amendments shall be sent to all members not less than thirty (30) days prior to the meeting.
- Amendments to these by-laws become effective upon the approval of the members by their votes or on a date specified in the proposed amendments.
Article XI – Association Dissolution
Upon the dissolution of this corporation, its assets remaining after payment, or provision for payment, of all debts and liabilities of this corporation shall be distributed for one or more exempt purposes within the meaning of Section 501(c) 3 of the Internal Revenue Code or shall be distributed to the federal government, or to a state or local government, for a public purpose. Such distribution shall be made in accordance with all applicable provisions of the laws of this state.
POLICIES AND PROCEDURES
CIAVA E-mail Usage Statement
The Central Indiana Association of Volunteer Administration (CIAVA) requests your e-mail addresses for the sole purpose of informing you, as a member, of official CIAVA business. This business includes meeting notices, job postings, volunteer management questions and other items as the CIAVA Board sees fit.
In addition, the CIAVA member e-mail addresses are posted on the CIAVA website members’ page for the sole purpose of connecting with another CIAVA member to ask questions or advice related to the volunteer administration profession. We discourage anyone from using the addresses to promote individual organization(s) function(s) as that takes away from the purpose of the organization. As stated above, this information may be forwarded to the current CIAVA President for consideration to communicate with the membership.
CIAVA also maintains the ciava.org website as a means of promotion of the organization, and to allow members to have ready access to resources, tools, and education materials. Members will have access to a password-protected section of the website where they will be given access to materials reserved for members only.
This information is meant as a means of communication for the entire membership base and not for any organization(s) to disseminate information. If the information does have a place to assist the membership of CIAVA then it can be sent out but not unless first approved and will be sent out only at the discretion of the current CIAVA President.
Any infraction of the above policy will be discussed on an individual basis. Further enhancements to this document may need to be made as situations present themselves.
Meeting/Event Cancellation Due To Inclement Weather
In the event inclement weather threatens safe travel to a CIAVA monthly membership meeting or event, the following procedure will be followed:
The cancellation of a CIAVA monthly membership meeting or education event will be decided by the President and Vice President (in the case of a monthly membership meeting) OR the President and the Education Chair (in the case of an educational event/conference).
The decision to cancel a CIAVA event will be made by 6:00 a.m. on the day of the scheduled event. If IPS is cancelled, the CIAVA meeting will also be cancelled. Below is the protocol once the decision to cancel an event has been made:
The President shall contact the Communications Chair.
The Communications Chair will notify media outlets of the cancellation, post the cancellation information on the ciava.org home page, and post on the Facebook page.
The VP or Education Chair shall contact the Hospitality Chair.
The Hospitality Chair will contact the caterer and the meeting facility, and will notify the membership/mailing list via e-mail.
The VP or Education Chair shall contact guest speakers / presenters.