Bylaws

BYLAWS

ARTICLE I

NAME

The name of this organization shall be the Greater Williamsburg Association for Volunteer Administration (G.W.A.V.A.). Greater Williamsburg is defined as James City County, York County, and the city of Williamsburg.

ARTICLE II

PURPOSE

The primary purpose of G.W.A.V.A. is to provide administrators of volunteer services with opportunities to further a career in volunteer administration, improve skills, enhance professionalism, and to exchange ideas and information. Additionally G.W.A.V.A. will engage in joint recruiting efforts, broaden community awareness of volunteerism and encourage involvement of volunteers in community service organizations, agencies and institutions.

ARTICLE III

MEMBERS

Section 1. CATEGORIES OF MEMBERSHIP. There shall be the following categories of G.W.A.V.A. membership:

1. ACTIVE INDIVIDUAL MEMBERSHIP. Active dues paying members shall be persons actively involved in the field of volunteer administration, persons retired from the field who choose to retain active status, and educators and researchers in the field of volunteer administration. Individual memberships in G.W.A.V.A. are not transferable.

2. AGENCY OR ORGANIZATIONAL MEMBERSHIP. An agency or organization may pay dues which allows them to designate two (2) persons as members of G.W.A.V.A. These agency representatives are entitled to the rights and privileges of memberships. However, only one agency representative may vote on a matter put to a vote, or hold office. Agency membership can be transferred to another individual within the agency by written request to the President.

3. SUSTAINING MEMBER. A sustaining member may be a business, organization, or individual who recognizes the importance of volunteerism in the community and wishes to support G.W.A.V.A. through financial or in-kind contributions. This member may request to receive meeting notices, minutes of meetings and a copy of the President’s annual report. Representatives from the business or organization may attend meetings or activities, but without a vote.

Section 2. ASSOCIATION FOR VOLUNTEER ADMINISTRATION (AVA). G.W.A.V.A. is a "Founding Affiliate" of the international Association for Volunteer Administration(AVA). G.W.A.V.A. members are strongly encouraged to also be members of the AVA.

Section 3. DUES PAYABLE. The membership year shall coincide with the calendar year. Dues are payable January 1st of each year and shall be considered delinquent and membership terminated if not paid by February 15th. An increase in dues must be approved by the membership.

ARTICLE IV

OFFICERS

Section 1. OFFICERS. The officers shall include:

1. PRESIDENT. The President shall be the presiding officer of the Executive Committee and all meetings of the general membership. The President shall be an ex-officio member, without vote, of all committees except the Nomination Committee. The President shall appoint the chairs of all standing committees, subject to the approval of the Executive Committee, unless otherwise provided for in the bylaws. The President shall provide to the membership an annual report at the annual meeting.

2. VICE-PRESIDENT. In the absence of the President, the Vice-president shall act as President. The Vice-president shall also serve as the Chair of the Membership Recruitment Committee.

3. SECRETARY. The Secretary shall give notice of all regular and special meetings of the membership and meetings of the Executive Committee; shall conduct the correspondence of the organization and the Executive Committee; and shall be responsible for all written communications with the membership. The Secretary shall keep an accurate record of the proceedings of all meetings of the general membership and the Executive Committee, and shall reproduce minutes of the meetings for distribution to the membership. The records of the organization shall be open at all times for reasonable inspection by any active member. In the absence of the Secretary, a temporary substitute shall be appointed by the President.

4. TREASURER. The Treasurer shall receive, record and disperse all financial resources of the organization, and shall present a report to the membership at each meeting; and shall present the proposed budget to the general membership for approval at the annual meeting.

Section 2. TERM OF OFFICE. The term of office shall be one calendar year, January 1 through December 31. No individual shall serve in the same office for more than two (2) consecutive terms.

Section 3. VACANCIES. Any vacancy among elected officers shall be filled in accordance Article VIII.

ARTICLE V

MEETINGS

Section 1. REGULAR MEETINGS. Meetings will be held at the minimum bimonthly.

Section 2. ANNUAL MEETING. The annual meeting shall be held in January of each year for the purpose of installing officers, receiving an annual report from the President, voting upon the budget, and conducting such other business as may properly come before the membership.

Section 3. SPECIAL MEETINGS. The President, in consultation with the Executive Committee, may call a special meeting of the membership for the transaction of business.

Section 4. QUORUM. A quorum shall consist of at least one-third of the voting members in good standing

ARTICLE VI

DUTIES AND POWERS OF THE EXECUTIVE COMMITTEE

Section 1. The Executive Committee shall consist of the following:

1. President

2. Vice-president

3. Secretary

4. Treasurer

5. The Immediate Past President

6. Chairperson of the Professional Development Committee

7. One Member At Large (chosen by the President and approved by the Executive Committee)

Section 2. DUTIES OF THE EXECUTIVE COMMITTEE. The Executive Committee shall have the authority to do and perform all acts and functions in accordance with the G.W.A.V.A. bylaws. A report from each meeting of the Executive Committee shall be made at the next regular meeting of the membership.

Section 3. EXECUTIVE COMMITTEE MEETINGS. Meetings of the Executive Committee may be called by the President, or at the written request of a minimum of six (6) active members of G.W.A.V.A.

ARTICLE VII

COMMITTEES

There shall be the following committees:

1. BYLAWS COMMITTEE. The Executive Committee, or its appointed representatives, shall serve as the Bylaws Committee, to compose, revise, and amend the Bylaws as appropriate and present them to the membership for consideration and a vote.

2. NOMINATING COMMITTEE. The Nominating Committee shall be chaired by the Immediate Past President and include three (3) additional members in good standing, elected at a regular meeting of the general membership, no later than September of each year. This Committee shall present a written slate of officers to the membership prior to the October meeting. Installation of elected officers shall take place at the annual meeting in January.

3. PROFESSIONAL DEVELOPMENT. The President shall appoint a chair for the Professional Development Committee. This Committee will prepare and implement an annual plan for the professional development of the membership. The Committee would also take the responsibility of notifying the membership of local, regional and national professional development opportunities in the field of volunteerism.

4. PUBLICITY. The President shall appoint a Publicity Chair. This Committee shall be responsible for enhancing awareness of G.W.A.V.A., and volunteerism, in the community. It shall also ensure the membership is well informed of opportunities for involvement.

5. RECOGNITION AND AWARDS. The President shall appoint a chair for the Recognition and Awards Committee. This Committee shall solicit nominations for awards and recognition of individuals working in the field of volunteer administration in the Greater Williamsburg area who have demonstrated outstanding performance and have strived to promote volunteerism in the community.

6. SPECIAL EVENTS. The President shall appoint a chair for the Special Events Committee as needed. Initiation of, and participation in special events shall be determined by the membership.

7. MEMBERSHIP RECRUITMENT. The Membership Recruitment Committee shall be chaired by the Vice-president. This responsibility of the Committee will be to enlist new members, update the membership roster and maintain essential records.

ARTICLE VIII

ELECTION PROCEDURES

Election of officers shall take place in October. The Nominating Committee shall prepare and present a slate of officers at the regular October meeting. Names of other members in good standing may also be placed in nomination from the floor during that meeting. Prior consent of all nominees must be obtained before a nomination is made. Election shall be by voice vote except for instances where there is more than one candidate for an office; then election shall be by written ballot. The President may appoint an individual to fill a vacancy during the year with the approval of the Executive Committee. Should the President’s position become vacant during the year a special election will be called to fill that position.

ARTICLE IX

FINANCIAL MANAGEMENT

Section 1. FISCAL YEAR. The fiscal year of the organization shall begin on January 1st and end on December 31st.

Section 2. FINANCIAL PROCEDURES.

All documents made, accepted, or executed by the organization shall be signed by the President or her/his representative.

All checks drawn against organizational funds in excess of $50.00 shall be signed by the Treasurer and the President, or an alternate as designated by the Executive Committee. Checks up to $50.00 may be signed by the Treasurer only.

All funds received by the organization shall be deposited in the name of G.W.A.V.A. in such bank as the Executive Committee may designate.

Section 3. AUDIT. At the close of each fiscal year, or upon the resignation of the Treasurer, the organization’s books shall be audited. The audit will be conducted by a three member audit committee appointed by the President of G.W.A.V.A., that will not include the President or Treasurer. Financial records shall be open at all times for examination by the Executive Committee and the general membership.

Section 4. FEDERAL TAX ID. The President and the Treasurer shall be responsible for ensuring that the organization maintains the proper federal tax ID numbers and that the necessary forms are filed in a timely manner. This information shall be included in the annual report to the membership.

Section 5. BUDGET. The budget for the fiscal year shall be presented to the general membership at the annual meeting for approval. The newly elected President shall work with the Executive Committee in budget development.

ARTICLE X

LIABILITY

No member of G.W.A.V.A. shall be personally responsible for the debts, liabilities or obligations of the organization.

ARTICLE XI

RELATIONSHIP WITH OTHER RELATED ORGANIZATIONS

These bylaws do not preclude cooperation and collaboration with local and national organizations. Such cooperation and collaboration is encouraged.

ARTICLE XII

PARLIMENTARY AUTHORITY

Decision making through consensus building shall be the desired method for arriving at agreement. However, when consensus cannot be reached and matters of procedure are not covered by these bylaws "Robert’s Rules of Order (Revised) shall be the parliamentary authority.

ARTICLE XIII

AMENDMENT OF BYLAWS

These bylaws may be amended at any regular or special meeting of the organization by a two-thirds vote, provided that the amendment has been reviewed and approved by the Executive Committee, and that the proposed amendment has been submitted in writing to the entire membership prior to the meeting. These bylaws shall become effective immediately upon the approval of a two-thirds vote of the members in good standing, present and voting.

ARTICLE XIV

DISSOLUTION

Upon dissolution of G.W.A.V.A., the Executive Committee shall, after paying or making provision for the payment of all liabilities of the organization, dispose of all the assets to such organizations, as the Executive Committee may determine, which are operated for charitable or educational purposes, and are qualified as exempt organizations under Section 501 © (3) of the Internal Revenue Code.

ARTICLE XV

RESTRICTIONS

G.W.A.V.A. is organized exclusively for educational and charitable purposes. No part of the net earnings of the organizational shall inure to the benefit of, or be distributed to, its members, officers, or other private persons, except that the organization shall be authorized and empowered to pay reasonable compensation for services rendered and to make payments and distributions in furtherance of educational and charitable purposes. No substantial part of the activities of the organization shall be the carrying on of propaganda, attempting to influence legislation, or supporting the campaign of any candidate for public office. Not withstanding any other provision of these articles, the organization shall not, except to an insubstantial degree, engage in any activities or exercise any powers that are not in furtherance of the purpose of G.W.A.V.A.

Accepted by the membership of G.W.A.V.A.: April 20, 2000

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