Next Meeting

The next Florida VOAD meeting will be held on February 11, 2010, at the Disney Hilton. They will be meeting in conjunction with the Board of the National VOAD. More details to follow.

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Check the Calendar page for the latest information on meetings and other FLVOAD events.
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VOAD of the Month

This month:
The Salvation Army
FLVOAD By-laws

Article I.  NAME & PURPOSE

SECTION A

The name of this organization shall be the Florida Voluntary Organizations Active in Disaster (FLVOAD).  It is a state counterpart of the National Voluntary Organizations Active in Disaster (NVOAD) and encompasses the entire state of Florida.

SECTION B

FLVOAD is not intended to be a competing agency, but an umbrella organization of existing agencies.  Each member organization maintains its own identity and independence yet works closely with other agencies to improve service and to eliminate unnecessary duplication.

SECTION C

The purpose of this organization shall be to bring together voluntary organizations active in disaster services, to foster a more effective response to  the people of Florida in times of disaster through:

  • Cooperation: creating a climate for cooperation, information and meeting together
  • Coordination: fostering a common understanding and providing a liaison with public offices
  • Communication: publishing and disseminating information
  • Education: increasing mutual awareness and understanding of each organization
  • Convening Mechanism: arranging meetings, conferences and training, as necessary
  • Legislation: encouraging effective disaster relief legislation and policy

SECTION D

In order for FLVOAD to understand, appreciate and be responsive to the needs and concerns that exist within the state, FLVOAD will conduct meetings and function in accordance with the by-laws of NVOAD.


Article II.  OFFICES

SECTION A

The principal office of the FLVOAD shall be located at the office of the Chair or other such location as the Executive Committee may designate.

SECTION B

The business mailing address will be the office of the chairperson as provided by the chairperson.


Article III.  MEMBERSHIPS

SECTION A

Classes and Qualifications
There shall be three classes of membership in the FLVOAD as identified below. Membership will be contingent upon the conditions specified below and other such criteria as established by FLVOAD and NVOAD.
  1. Class A Member Organizations: A Class A membership may be granted to any corporation, institution or other entity pursuant to the following principles:
    1. The organization shall be state-wide in scope and purpose;
    2. The organization shall consist of voluntary memberships or Constituencies shall have a not-for-profit structure and shall have tax-exempt status under Section 501(c) (3) of the Internal Revenue Code of the United States;
    3. The organization shall have a disaster response program and policy for commitment of resources (i.e., personnel, funds and equipment) to meet the needs of people affected by disaster without discrimination as to race, creed, gender or age.
    4. In the event that an organization is structural into districts or regional representation, its NVOAD parent organization will designate its representative in FLVOAD.
  2. Class B Member Organizations: A Class B (or Associate) membership may be granted to any chartered county, district or municipal VOAD group.
  3. Class C Member Organizations: A Class C (or Affiliate) membership may be granted to any organization with disaster planning and operations responsibilities or capabilities which does not meet the requirements for membership in Class A or Class B.

SECTION B

Selection, Rights and Tenure
  1. All Member Organizations in all classes of membership shall be selected by a majority vote of the Executive Committee present and voting.
  2. Each member organization may have unlimited representation, but only one (1) vote by the member organization designated representative at each meeting.
  3. The term of membership of Member Organizations shall be perpetual except in the instance of termination of membership as set forth below.
  4. Termination of membership may take place under the following conditions:
    1. Failure to make an annual contribution to the FLVOAD operating budget;
    2. Failure to have organizational representation at two consecutive annual meetings of the membership of the FLVOAD
    3. By a vote of four-fifths of the Directors present and voting.
    4. No longer qualify under membership definitions.

Article IV.  MEETINGS

SECTION A

General Meeting
There will be a minimum of four general membership meetings of FLVOADper calendar year at times and locations determined by the ExecutiveCommittee.If so designated, any meeting may be held via telephoneconference call.

SECTION B

Annual Meeting
The annual meeting of the Member Organizations shall be held on a date to be determined by the Executive Committee coincident with the FloridaGovernor’s Hurricane Conference, for the purpose of electing Directors and for the transaction of such other business as may come before a meeting.

SECTION C

Special Meetings
Special meetings of the Member Organizations, for any purpose or purposes,unless otherwise prescribed by statute, may be called by the Chair or by the Directors, and shall be called by the Chair at the request of ten percent of the Member Organizations entitled to vote at such a

SECTION D

Notice of Meetings
Member Organizations will be notified no less than two weeks in advance of any meeting.Notification may be made by email, telephone call or mail.Ifmailed, such notice shall be deemed to be delivered when deposited in the United States mail, addressed to the Member Representative at his address as it appears on the books of the organization, with postage thereon prepaid. Notification shall constitute proper notice for the conduct of business at any regular or annual meeting.

SECTION E

The FLVOAD executive committee will meet at the discretion of the chairperson.If so designated, any meeting may be held via telephone conference call.

SECTION F

Minutes will be taken by the FLVOAD secretary or a member designated by the chairperson in the secretary’s absence.Said minutes shall be distributedand approved at the next general meeting unless previous distribution isarranged with the secretary.

SECTION G

Unless otherwise stated by the by-laws, Roberts Rules of Order shall be considered the general rules for the proper conduct of meetings.


Article V.  VOTING

SECTION A

Qualifications
Each Class A Member Organization in good standing shall be entitled to one vote in any and all meetings of the Members of the FLVOAD.No Associate or Affiliate is entitled to vote.

Three local VOADs will be granted voting rights to provide localperspective on voting issues by a majority vote of the executive committee.Local VOADs may express interest in written form to theexecutive committee or may be invited based on local involvement.Inas much as possible, diverse geographic representation will bechosen.

SECTION B

Manner of Voting:
Each Member Organization entitled to vote in accordance with the terms and provisions of these Bylaws shall be entitled to one vote.Each Member Organization shall appoint a person to represent it and to cast its vote at meetings of the Members of the FLVOAD.Upon the demand of any member representative, the vote upon any question before the meeting shall be bysecret ballot.All elections shall be decided by majority vote except asotherwise provided for by these Bylaws or the laws of the State of Florida.

SECTION C

Voting Lists
  1. Maintenance: The Secretary of the FLVOAD shall maintain an accurate and current list of the names and addresses of the Members eligible to vote.Suchlist shall be available for inspection at any and all meetings of theMembers.
  2. Determination: Each Member Organization shall provide to the Secretary for placement on the official voting Member Organizations, the name andaddress of the person appointed to represent it and to vote for it at meetings of the Member Organizations of the FLVOAD.In the event of the absence of such notifications or of conflicting notifications, the Secretary, in lieu of a written proxy provided by the appointed person, should represent the Member Organization in question at any meeting of the FLVOAD.

SECTION D

Quorum
At any meeting of Member Organizations, fifty-one percent (51%) of the Member Organization Representatives entitled to vote, represented in person, by telephone or by written proxy, shall constitute a quorum.


Article VI. EXECUTIVE COMMITTEE

SECTION A

General Powers
The business and affairs of the FLVOAD shall be managed by its ExecutiveCommittee.The Committee, in all cases, shall act as a board.They may adopt such rules and regulations for the conduct of their meetings and the management of the FLVOAD as they may deem proper and which are not inconsistent with these Bylaws or the laws of the State of Florida.The Executive Committee shall have the power to act for FLVOAD between regular meetings within the adopted guidelines of the organization.

SECTION B

Number and Tenure
There shall be no less than 4, not to exceed six, persons of the Executive Committee elected from the voting membership at the annual meeting.Inasmuch as possible, the committee members will be representatives of different Member Organizations.The Officers of the Executive Committee shall be a Chair, Vice-Chair, Treasurer and Secretary.One to two members- at-large of Class A Members may be appointed by the Chair.

SECTION C

Election and Term of Office
Nominees for the Executive Committee will be made at a meeting prior to the Annual Meeting by the Class A members.Additional nominees may be added to the slate from the floor prior to the election.Each Officer’s term shall befor one year with a maximum of three (3) consecutive terms in any givenoffice ending at the conclusion of the next annual membership meeting.A one-year absence from the Executive Committee must occur prior to becoming eligible following completion of a third consecutive term.Notwithstanding the expiration of his/her term, each Officer shall continue to serve in office until a successor shall be duly elected and shall have qualifiedor until his/her death or until he/she shall have resigned or been removed from office.

SECTION D

Removal
Any Officer or agent elected or appointed by the Officers may be removed by a simple majority vote of the Executive Committee whenever in the Chair’s judgment, the best interests of the FLVOAD would be served thereby.Suchremoval shall be without prejudice to the contract rights, if any, of the person so removed.Recall elections may be held at the discretion of the Chair and must be held within thirty days of the petition of one-third of the voting membership.

SECTION E

Meetings
The Executive Committee will meet at the discretion of the Chair as necessary to conduct business or by any two other members of the ExecutiveCommittee.

SECTION F

Vacancies
A vacancy may be filled by a majority vote of the Executive Committee for the unexpired portion of the term, except that the Vice-Chair shall automatically assume the position of the Chair in the event of a vacancy in the office of the Chair for the unexpired portion of the term.

SECTION G

Chair
The Chair shall be the principal executive officer of the FLVOAD and,subject to the control of the Executive Committee, shall in general supervise and control all business and affairs of the organization.He/she shall preside at all meetings of the Members and Executive Committee.He/she shall in general perform all duties incident to the office of the Chair and such otherduties as may be prescribed by the Executive Committee from time to time.

SECTION H

Vice-Chair
The Vice-Chair shall preside at meetings of the FLVOAD and of theExecutive Committee in the absence of the Chair.The Vice-Chair shallassume the office of Chair in the event that the Chair fails to complete his/herterm.The Vice-Chair shall also perform such other duties as may be assigned by the Chair or Executive Committee.

SECTION I

Secretary
The Secretary shall keep the minutes of the FLVOAD Member’s meetings and of the Executive Committee meetings provided for that purpose.He/she shall be the custodian of the FLVOAD records and of the seal of theorganization.He/she shall keep a register of the post office and email address of each Member of all classes of membership, each representative of eachClass A Member Organization and of each Executive Committee Member.

SECTION J

Treasurer
The Treasurer shall have charge and custody of and be responsible for allfunds of the FLVOAD.He/she shall receive and give notice and receipts for moneys due and payable to the FLVOAD from any source.He/she shall deposit all such monies in the name of the FLVOAD in such banks, trustcompanies or other depositories as shall be selected and in accordance withthese Bylaws or as otherwise required.He/she shall in general perform all of the duties incident to the office of Treasurer and perform such other duties as from time to time may be assigned to him/her by the Chair or ExecutiveCommittee.


Article VII.  COMMITTEES

The following committees shall exist as standing committees of the FLVOAD:

SECTION A

Standing Committees
By-Laws: This committee shall be chaired by the Vice-Chair andprovide oversight, review and recommendations to the votingmembership for revision of the FLVOAD bylaws.

SECTION B

Ad hoc Committees
Ad hoc committees will be created to deal with operational issues and terminated, as needed, by the Executive Committee.


Article VIII. BUDGET & FINANCE

SECTION A

The Executive Committee of the FLVOAD may set annual dues of member organizations.Dues must be paid in the fiscal year of the annual meeting to allow the member organization to vote.

SECTION B

FLVOAD is not a fund-raising nor disbursing organization.Any fundscollected will be used to meet the administrative expenses of the organization.

SECTION C

FLVOAD funds can be withdrawn only with approval by either the Chair or Vice-Chair and the Treasurer.Notification of any transactions will berecorded and made available at the Annual Meeting.

SECTION D

In the event of the dissolution of FLVOAD, any remaining funds shall bedisbursed to NVOAD National Headquarters.


Article IX. AMENDMENTS


Any amendments to these by-laws must be approved by a vote of two-thirds of the Members present entitled to vote at any annual or special meeting.Proposed amendments must be distributed to the voting member representatives no less than three (3) weeks prior to the meeting at which the amendments will be considered.