Amended BYLAWS OF THE
ASSOCIATION OF VOLUNTEER EMERGENCY
RESPONSE TEAMS, INC.
A Utah Non-profit Corporation
ARTICLE I
NAME
Section 1.00 Foundation Name
The name of the Foundation, a non-profit
corporation organized under the Utah Nonprofit Corporation and
Co-operative Foundation Act (hereinafter the "Act")
and the laws of the State of Utah, shall be the "Association
of Volunteer Emergency Response Teams, Inc." also
registered as "AVERT" (hereinafter
the "Foundation").
ARTICLE II
PURPOSE
Section 2.00 Foundation Purpose
The purpose of the Foundation shall be
as set forth in its Articles of Incorporation.
Section 2.01 By-Law Purpose Description
The Foundation's Board of Trustees purpose
shall be to make recommendations to ensure the continuance and
continuity of the Community Emergency Response Team (CERT) program(s),
to make recommendations to local municipal government having
jurisdiction regarding CERT programs, to certify AVERT Training
Programs as to appropriate content and methods, to collect or
purchase and redistribute equipment and supplies deemed necessary
for preparedness and to promote disaster and emergency preparedness.
ARTICLE III
OFFICE
Section 3.00 Registered Office
The registered office of the Foundation
in Utah shall be Association of Volunteer Emergency Response
Teams, 2001 South State Street, Suite S1600, Salt Lake City,
Utah 84190, unless otherwise established by the Board of Trustees
and a record of such change is filed with the Utah Department
of Commerce, Division of Corporations and Commercial Code in
the manner provided by law.
Section 3.01 Other Offices
The Foundation may also have offices at
such other places as the Board of Trustees may from time to time
appoint or the business of the Foundation may require.
Section 3.02 Fiscal Year
The fiscal year of the Foundation shall
begin on the 1st day of January in each year.
ARTICLE IV
NOTICE OF BOARD MEETINGS
Section 4.00 Manner of Giving Notice
Notice of meetings will be in the form
of publication in newspaper, or by direct mail to Members, or
by fax, or by electronic medium.
ARTICLE V
BOARD of TRUSTEES RULES
Section 5.01 Initial Objectives of the
AVERT Board
The Association of Volunteer Emergency
Response Teams Board shall make policies and rules pertaining
to the Association of Volunteer Emergency Response Teams in order
that it may be operated effectively and efficiently in times
of disaster.
Initial objectives of the Association of
Volunteer Emergency Response Team (AVERT) Board shall be to:
(a) Make clear definitions and descriptions
of the mission of AVERT;
(b) Develop and adopt an AVERT Five Year
Master plan;
(c) Make such recommendations as may aid
and assist the CERT program managers and Municipalities in the
implementation of the adopted AVERT Master plan;
The use of the acronym "A.V.E.R.T"
by related organizations is permitted, provided that the Association
of Volunteer Emergency Response Teams Board has representation
in such organizations and approval is gained from the Board.
Section 5.02 Master Plans
In developing the Master plan, the Board
shall consider and make recommendations regarding the continuity
of the Community Emergency Response Team (CERT) programs by supporting
the efforts of all emergency response organizations as they relate
to CERT disaster preparedness.
Section 5.03 Resources
The Board shall seek out and solicit whatever
resources are feasible and appropriate for the support of AVERT
and the purposes as stated herein and in the Articles of Incorporation.
Section 5.04 Fund Raising
All Funds raised by the AVERT Board shall,
consistent with State Law and County Ordinance and policy, be
deposited with the AVERT Treasurer in an AVERT bank account within
five (5) working days of receipt, so that all funds raised shall
be used solely for the purposes of AVERT.
Section 5.05 Activities and Programs
The Board shall work toward the creation
and implementation of activities and programs in AVERT which
are consistent with the needs of the public.
Section 5.06 Self Assessment
The Board shall continually assess the
appropriateness and effectiveness of AVERT's resources and services
as they relate to the needs of the public.
Section 5.07 Public Informed
The Board shall strive to keep the general
public informed of the activities and concerns relating to AVERT.
Section 5.08 Voting By Proxy
Board Members shall have the right to cast
a proxy vote on any written motion being offered to the board
at a regularly held board meeting, by informing the Chair and
Vice-Chair, either verbally or in writing. The Chair shall present
this proxy vote, on behalf of the board member at the time in
which the vote is called on that specific piece of business,
with the Vice-Chair confirming the accuracy and legitimacy of
said proxy vote. Any board member choosing to vote by this means
is encouraged to send a signed letter or e-mail message to the
chair and vice-chair.
ARTICLE VI
BOARD MEMBERS
Section 6.01 Board of Trustees
The AVERT Board shall be comprised of three
(3) to twelve (12) voting full members. They shall be representative
of the population to be served by AVERT. There shall be such
ex-officio or non-voting advisors to the Board from communities
as the Board may deem appropriate. All voting full members shall
be at least CERT trained or shall have certified training superior
to CERT training, as determined by the Board.
Section 6.02 Trustee Replacements
New Board members will be presented by
the Executive Committee for approval by a total majority vote
of the Board when a Quorum is present. Procedures shall include
reasonable opportunity for all Board members to be fully informed.
Section 6.03 Vacancy Declared
A Board member's seat shall be declared
vacant when such member is absent from three (3) consecutive
board meetings without formally notifying the Chairperson or
his or her representative prior to each meeting.
Section 6.04 Vacancy Filled
When vacancies occur the Board shall act
promptly to fill the seat of the vacancy. The new board member
will complete the term of his/her predecessor.
Section 6.05 Member Term
Board members shall be appointed for a
term of three consecutive years, with not more than one-third
(1/3) of its member's terms to expire each year. Initial member's
appointed to the board shall be appointed for one, two, or three
year terms, as deemed appropriate by the Executive Committee,
in order to accomplish the staggered terms. Thereafter, all subsequent
board members shall be appointed for a term of three (3) years.
No member of the board shall be reappointed to a consecutive
term more than once.
Section 6.06 Removal
Any member may be removed from the Board
with just cause by vote of two-thirds (2/3) of the total members
of the Board.
ARTICLE VII
EXECUTIVE COMMITTEE
Section 7.01 Executive Committee
The Executive Committee of the Board shall
be the Chairperson, Vice-Chairperson and the Chief Financial
Director. All Executive Committee Members shall be elected by
the Board of Trustees. Executive Committee Elections will be
held at an annual meeting of the Board. Executive Committee Members
shall hold office for a period of one (1) year. All Executive
Committee Members shall be selected from members of the Board
of Trustees.
Section 7.01.1 The Chairperson
The Board Chairperson shall preside at
board meetings and shall be ex-officio member of all committees
with exception of any committee which may be preparing nominations
for board executive committee members. The Board Chairperson
shall have the right to veto any affirmative vote of the board
that they deem is contrary to the purposes and operations of
the corporation, with exception of any votes dealing with election
of board executive committee members; with the board reserving
the right to overturn the Chair's veto by a two thirds vote of
the full board. The Chairperson will conduct all board meetings
according to the standing rules of the board, as defined in policy
& procedure 1010.
Section 7.01.2 The Vice Chairperson
The Vice Chairperson shall have all the
powers and duties of the Chairperson in the absence of the Chairperson.
The Vice Chairperson will act as the representative of community
council and municipal interests for AVERT.
Section 7.01.3 The Financial Director
The Financial Director reports to the Board
of Trustees all matters of Corporate Finances, and acts as the
chief financial officer for the foundation. The Financial Director
will act as the Treasurer's supervisor and coordinate necessary
meetings between the Treasurer and the CPA accounting organization
as necessary. The Financial Director may appoint an interim Treasurer
as needed until a new Treasurer is qualified and approved by
the board.
Section 7.02 Tabling Resolutions
The Executive Committee may table any resolution
or matter made by the Board of Trustees for a time period not
to exceed more than ninety (90) days. The matter may be brought
to the Board prior to that time for reconsideration at a special
meeting of the members of the Board. To table a resolution the
Executive Committee Member must have one other Board member second
the motion to table.
ARTICLE VIII
EXECUTIVE OFFICERS
Section 8.01 Executive Officers
The executive officers of the Foundation
shall be the General (Program) Manager, Secretary and Treasurer.
All Executive Officers will hold their positions perpetually
at the pleasure of the AVERT Board.
Section 8.01.1 The Secretary
The Secretary of AVERT shall have the responsibility
for taking and transcribing the minutes of board meetings, receiving
and preprocessing of documents for Board meetings, preparing
information packets for meetings and post-processing all meeting
documents. The minutes shall be mailed, posted on the Web Site
or faxed by the Secretary to each board member within seven (7)
days of the board meeting. The agenda for the next meeting will
be mailed, posted on the Web Site or faxed to board members between
three (3) and ten (10) days prior to the next board meeting.
The Secretary shall attempt to remind each member of the board
of the next board meeting at least twenty-four (24) hours prior
to the next scheduled meeting.
Section 8.01.2 The Treasurer
The position of the Treasurer of AVERT
can be held by the Secretary, and shall collect and transmit
all funds raised by the Foundation to an AVERT bank account in
accordance with Article V, Section 4, hereof, and advise the
AVERT Board of the same. The Treasurer shall work with a CPA
accounting organization assuring that all necessary reporting
documentation occurs. The CPA accounting organization shall be
the Auditor of the Foundation's Books. In the case of necessary
appointment, an Interim Treasurer will assume the responsibilities
of the Treasurer as outlined.
Section 8.01.2.1 Signatory Authorizations
Disbursements for day to day operation
of AVERT, (less than $100.00), may occur without Board review
and the counter signature of an Executive Committee Member. All
other, checks, drafts or any other disbursement from an AVERT
account will require two signatures. The Treasurer will be provided
with advisable bonding security for the necessary board members.
Section 8.01.3 The General (Program)
Manager
The General (Program) Manager shall be
responsible to uphold the integrity of the AVERT organization
through the development and implementation of the AVERT and CERT
programs. This shall include attendance at Board meetings, maintaining
the CERT database of trained citizens and the membership, providing
for continuing educational opportunities of AVERT personnel,
and representing and reporting on AVERT activities to government
entities and other Emergency Program Managers.
ARTICLE IX
COMMITTEES
Section 9.01 Committee Creation
The Board, at its discretion, may create
and / or abolish its own committees or other organization units.
Committees shall serve to make recommendations to the Board unless
otherwise specified by the Board and AVERT Policies & Procedures.
Section 9.02 Committee Classifications
Committees shall be designated as standing
committees and ad hoc committees. Standing committees will be
those which are formed for at least one year. The ad hoc committees
will be appointed as needed.
Section 9.03 Committee Members
Committee chairpersons and members must
be approved by the Board of Trustees. All committee members must
be volunteers to the Foundation.
Section 9.04 Membership Committee
There shall be an ad hoc membership committee
whose duties are to evaluate prospective members according to
board membership requirements as outlined in Article VI, above,
and to keep an updated list of approved names of prospective
members and to recommend approved candidates for membership to
the Board in case of vacancies on the Board.
ARTICLE X
BOARD MEETINGS
Section 10.01 Meetings
The Board shall meet monthly unless otherwise
determined by the board. Written notice shall be sent by the
Secretary to all board members three (3) to ten (10) days in
advance of the meeting date, with the exception of emergency
meetings.
Section 10.02 Quorum
A majority of the board members shall constitute
a quorum, and a majority of the members in attendance at any
meeting shall, in the presence of a quorum, decide its action.
Section 10.03 Emergency Meetings
Any Board Member or Executive Officer may
call a special or emergency meeting upon the request or approval
of a least three (3) additional Board Members.
Section 10.04 Board or Officer Vacancies
During any regular monthly meeting, the
board may elect another board member to fulfill the unexpired
term of any Board Member or Executive Officer who has vacated
that seat or position.
Section 10.05 Annual Meeting
The annual meeting shall be held during
the month of January. The principal agenda item for this meeting
shall be the seating of newly elected Board Members and appointed
Executive Officers, who shall take office immediately.
Section 10.06 Rules of Order
Roberts Rules of Order shall apply in all
situations not specifically covered by these Bylaws.
ARTICLE XI
Section 11.01 Amendment to bylaws
These bylaws shall be amended upon an affirmative
vote of two-thirds (2/3) or more of the existing board members.
Section 11.02 Written Notice
Written notice setting forth the proposed
amendment shall be mailed or given to each member of the board
no less than ten (10) days prior to the meeting, during which
a vote is cast on the amendments.
Section 11.03 Policies & Procedures
The AVERT Policies & Procedures shall
provide greater details and more restrictive requirements than
these By Laws and are intended to supplement these By Laws. In
addition to topics addressed in these By Laws, the Policies &
Procedures will address other topics of concern to the Foundation.
By reference herein, AVERT Policies & Procedures are considered
an extension of the By Laws and must therefore be approved by
the Board when major revisions are made or new policies and procedures
are developed.
Signature of the Secretary |