Windsor-Essex Association for Volunteer Administration
BY-LAWS
Updated 2024
ARTICLE I NAME
The name of this association shall be the Windsor-Essex Association for Volunteer Administration, herein known as WEAVA or the Association. It shall function under the laws of the province of Ontario.
ARTICLE II OBJECTIVES
to promote and support professional development for Administrators of Volunteers and Volunteer Programs;
to promote, facilitate, and support quality volunteer practices among our members;
to liaise with local and provincial organizations sharing a common interest;
to provide a forum for networking and resource sharing among administrators and their respective Volunteer Programs;
to promote Volunteer administration as a profession.
ARTICLE III MEMBERSHIP AND PRIVILEGES
Section 1 Categories of Membership
Active - Active members are entitled to all rights and privileges of membership in the Association. Active members shall be:
persons actively responsible for volunteer administration
persons responsible for administering programs which work within the field of volunteerism and, as such are recognized by the Administration of the institution or community service
educators, trainers, consultants, and researchers in the field of volunteer administration
persons who have held active membership in the association and/or retired from the field but who desire to maintain their membership
persons who share some of the activities of administering a volunteer service, but who do not share in the responsibility or authority of a service as a whole
persons interested in a career in volunteer administration or students active in administering a volunteer program
individuals with a passion for volunteer leadership and/or community development
Honorary - Honorary membership may be conferred for the outstanding service to the Association by the Executive. Honorary members shall be:
Entitled to all membership privileges, except voting and serving on the Executive Committee but may service on standing committees.
Dismissal - The Executive shall have the authority to dismiss members as it may deem appropriate, taking into account by-law violations, failure to meet membership obligations, inappropriate conduct, or any other justifiable cause determined by the Executive Committee.
Section 2 Fees
The membership year is from September 1st to June 30th.
Membership fees for each category shall be determined by the Executive Committee and approved by the general membership.
All members except for honorary members shall pay fees annually to qualify as members in good standing.
Confirmation of Membership shall be due by September 30th for the membership year and are to be paid within 60 days.
Membership fees are transferable within organizations.
Section 3 Education and Training Fund
Terms of Reference for the fund, including Purpose, Focus of Fund, Procedure, Administration of Fund, & Application Form, to be reviewed and updated annually and posted for public review on WEAVA’s website before the first general member’s meeting every year.
Section 4 Sharing Membership List with Non-Members
WEAVA membership list will be shared with non-members in good faith unless otherwise
specified by the member organization, in writing, to the Executive.
ARTICLE IV ELECTIONS
The elections are chaired by the Past President who shall present a slate of candidates at the Annual General Meeting for election.
In the absence of the Past President, the Past President will appoint an independent facilitator from the WEAVA membership, who is not running for an executive member position in the current election.
The members of the Executive Committee may only be elected at the Annual General Meeting and shall serve two (2) years.
ARTICLE V EXECUTIVE COMMITTEE
Section 1 Executive Committee Members
The Executive Members of the Association shall be immediate Past President, President, Vice-President, Secretary, Treasurer, Program Coordinator & Marketing Coordinator.
The Executive Members shall by Ordinary Resolution can adjust the number of Executive Members to be between five (5) and ten (10), provided that no change in the number of Executive Members shall shorten the term of an incumbent Executive Member.
Section 2 Authority and Duties
The Executive Committee shall have the authority and the duties necessary for the administration of the affairs of the Association as specified in the by-laws.
The Executive Committee shall have the responsibility for the relief of any Executive Committee Member of his/her position in the event of non-fulfillment of duties of the office.
The Executive Committee must meet a minimum of four (4) times in the year, at a separate time from the general membership meetings.
The Executive has the authority to make financial decisions within a discretionary amount over and above the approved budget (maximum $500.00 limit) on behalf of the entire membership if timing does not allow for a general membership meeting.
Section 3 Qualifications/Duties
the Past-President shall:
have attended a majority of the General Meetings and Executive Committee meetings
have served a term as president
serve in an advisory capacity to the new Executive
chair nominating committee and conduct annual elections of Executive
the President shall:
have attended a majority of the General Meetings
have been an active member in good standing for a minimum of one (1) year
prepare agendas and chair the Executive, General Meetings and Annual General Meeting
act as the liaison with other associations
act as official spokesperson for WEAVA
review and contribute to the annual report
recruit new members
the Vice-President shall:
have been an active member in good standing for a minimum of one (1) year
in the absence of the President, prepares agendas and chairs the Executive/General Meeting and Annual General Meeting
assume the role of the President in the event that the President cannot fulfill or perform his/her duties
manage the education fund and applications
assume the responsibility of compiling the Annual Report
administer the WEAVA website and general email account
the Secretary shall:
have been an active member in good standing for a minimum of one (1) year
keep records and distribute minutes of all meetings of WEAVA
distribute other pertinent information as required
assist with maintaining an updated WEAVA membership mailing list
perform other secretarial duties under the direction of the Executive
the Treasurer shall:
have been an active member in good standing for a minimum of one (1) year
have a knowledge of bookkeeping practices and/or Excel
maintain updated accurate records of WEAVA’s financial matters
send invoices, collect dues, receive all monies, and coordinate payments in a timely manner
make payments in accordance with the planned budget of the association as authorized by the Executive Committee
provide quarterly financial statements to the Executive and General membership
prepare an Annual Financial Statement and Proposed Budget
act as one signee on WEAVA bank account, and ensures two additional signees from the Executive Committee are on the account at all times
prepare Annual Financial Report for the Annual General Meeting
manage an updated WEAVA membership mailing list
the Program Coordinator(s) shall:
have been an active member in good standing for a minimum of one (1) year
work in conjunction with the Executive to plan and coordinate the program within allotted programming budget
plan and coordinate presentations
submit Evaluation Summaries
prepare programming overview for Annual Report for the Annual General Meeting
develop and submit a budget for the program year to the Executive for approval before the first membership meeting
The Marketing Coordinator shall:
have been an active member in good standing for a minimum of one (1) year
manage, engage, and promote programming on all social media platforms
design and create posters, social media graphics and other reports (NVW & AGM) in conjunction with the Vice-President
ensures photos are taken at all in-person events
manages all creative design accounts
share members events/volunteer needs or information as required
if candidates do not meet the one year eligibility clause, exceptions may be made, with the consent of the member’s at the Annual General Meeting.
Section 5 Terms of Office
All Executive Members shall:
with the exception of the President and Past President, be elected or reinstated at the Annual General Meeting following the completion of a term or in the event of a vacancy.
serve a two (2) year term while the President will serve an additional term as Past President after their presidency, and the Vice-President will serve an additional term as the President.
be eligible to serve additional terms in the same office
begin their terms of office immediately following the Annual General Meeting in the year in which they were elected
Section 6 Vacancies
vacancies occurring in any Executive position except that of President shall be filled by an Executive appointment and shall hold office for the remainder of the unexpired portion of their current term.
ARTICLE VI MEETINGS
Section 1 Executive Meetings
the Executive Committee shall meet at the call of the President or other Executive Committee members, or upon request of the majority of the General Membership.
the Executive Committee must meet a minimum of four (4) times per year.
a majority of the members of the Executive Committee shall constitute a quorum, and if the Committee is comprised of an even number, then one-half plus one of the Executive Committee shall constitute a quorum.
Section 2 Annual
the Association shall hold an Annual General Meeting for the purposes of:
presenting the financial statement for the preceding year
electing Executive Members
amending by-laws
conducting any other necessary business
presenting an annual report
the Annual General Meeting shall be held at such a time and place as agreed upon by the Executive
the voting body shall consist of all Active members in good standing and in attendance
twenty percent (20%) of voting members shall constitute a quorum for transaction of business at Annual and General Meetings
voting by written proxy is permitted at all meetings
notice of the meeting shall be provided ten (10) days prior to the meeting
Section 3 Special Meetings
may be called and chaired by the President
may be called and chaired by the Past President upon the request of three (3) members of the Executive Committee or upon the written request of not less than ten percent (10%) of members eligible to vote. Requests are to be submitted to the Past President in this circumstance.
ARTICLE VII FINANCIAL PROCESS
Section 1 Fiscal Year
The fiscal year of WEAVA shall be July 1st through June 30th
Section 2 Bank Accounts and Signing Authority
Banking arrangements shall be made by the Treasurer in the name of the Association in a charted bank. Two (2) signatures shall be required for all cheques and one of the documents of the Association. Signing Executive Members shall be Treasurer and any two of the other appointed Executive Members of the Association for the current year as determined by the Executive Committee.
Section 3 Contracts
No contracts of more than an amount determined by the Executive Committee may be signed without approval of the President, or, in his/her absence, the Vice-President.
Section 4 Records
Physical records are to be stored by the current Treasurer or the Past President. All financial statements and approved budgets must be stored as a paper copy and a digital copy. The digital copies are to be stored in the Executive online storage platform.
Section 5 Invoices & Payments Received
All payments will be addressed to the Treasurer, at their home or work address, unless otherwise determined by the Executive. Payments will be processed by the Treasurer or other Executive members with signing authority, and are accepted via cash, cheque or electronic fund transfer.
ARTICLE VIII COMMITTEES
Ad Hoc committees can be formed upon the request of three (3) members of the Executive Committee or upon the written request of no fewer than ten percent (10%) of members eligible to vote. Requests are to be submitted to the Past President, who will recruit and appoint members, subject to approval by the Executive Committee.
ARTICLE IX PARLIAMENTARY AUTHORITY
Roberts Rules of order, current edition, shall be the authority for all matters of procedure not specifically covered in the by-laws.
ARTICLE X AMENDMENTS
These by-laws may be amended by a two-thirds (2/3) vote of the voting body present and voting at the Annual General Meeting or a special meeting called for that purpose. The amendments or revision must be submitted in writing and distributed to all active members at least fifteen (15) days prior to the meeting. The by-laws may be amended every two (2) years.
ARTICLE XI DISSOLUTION
It is the unalterable provision of this by-law that members of this Association shall have no interest in the property and assets of the Association and that upon dissolution or winding up of the Association, any funds and assets of the Association remaining after satisfaction of its debts and liabilities, shall be distributed to (a) volunteer organization(s) in the province whose objectives must closely accord with those of the Association as determined by its members dissolution.
ARTICLE XII REMUNERATION
Members of the Executive Committee shall not receive remuneration for services rendered, but may receive reimbursement for out-of-pocket expenses incurred for the purpose of WEAVA business and with proof of physical or digital receipt. In addition, Executives may be eligible to receive an honorarium for presentations they conduct to the membership, subject to the approval of the Executive Committee.
ARTICLE XIII EQUAL OPPORTUNITY POLICY
WEAVA unequivocally supports both the principle and the spirit of equal opportunity for persons based solely upon individual qualification and fitness, without regard to race, gender, gender identity, gender expression, religion, sexual orientation, age, nation of origin or disability.
ARTICLE XV INDEMNIFICATION
Every Executive Member, or former Executive Member, of the Association, and every member or former member of a Committee and their heirs, respectively, shall from time to time and at all times be indemnified and saved harmless out of the funds of the Association, from and against:
all cost, charges, expenses whatsoever which Executive Member or Committee member sustains or incurs in or about any action, suit, or proceeding which is brought, commenced or prosecuted against him/her for, or in respect of, any act, deed, matter or thing whatsoever made, done or permitted by him/her, in or about the execution of the duties of his/her office, and
all other costs, charges and expenses that he/she sustains or incurs in, or in relation to, the affairs thereof, except such cost, charges or expenses as are occasioned by his/her own willful neglect or default.