NASEDoVoC By-Laws September 11, NATIONAL ASSOCIATION OF STATE EMERGENCY DONATIONS AND VOLUNTEER COORDINATORS (NASEDoVoC) BY-LAWS

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1 NATIONAL ASSOCIATION OF STATE EMERGENCY DONATIONS AND VOLUNTEER COORDINATORS (NASEDoVoC) BY-LAWS ARTICLE I Mission and Purpose Mission NASEDoVoC s mission is to coordinate with partner organizations and promote greater understanding, expertise, mutual support and information sharing within the ranks of volunteer and donations coordinators and to address major issues pertaining to this function. Purpose The need for interstate coordination and professional development requires the formation of an association of state donations and volunteer coordinators. The purpose of the organization is to conduct activities, training and coordination actions in support of Donation and Volunteer actions. ARTICLE II Goals and Objectives Goal: The goal of NASEDoVoC is to provide an effective forum for discussing and addressing issues related to volunteers and donations and the management thereof. Objectives: Represent issues, positions, resource capabilities and requirements of the respective disciplines and national organizations. Share information with national memberships, solicit feedback and provide responses to NASEDoVoC related issues. Facilitate outreach, education and training opportunities. Share situational awareness information with national membership, organizations and agencies during major events as necessary and appropriate. Participate in conference calls, meetings and after-action reviews on behalf of state membership. Identify and share best practices Identify emerging issues. Gather and share information. Network with states and agencies on planning and training Page 1 of 8

2 ARTICLE III Structure and Organization Executive Committee The NASEDoVoC Executive Committee shall consist of the following positions: o Chair o Vice-Chair o Secretary o Plans Training and Exercise Officer o Operations Officer o Communications Officer Advisory Committee The Advisory Committee shall consist of the following positions to ensure continuity of duties and functions within the organization: Executive Committee Past Chair Chair Elect Treasurer Tribal Liaison Partner Liaisons FEMA Representative NVOAD Liaison Members of the Advisory Committee are appointed by the Executive Committee. The Advisory Committee may, at the determination of the Executive Committee, include Subject Matter Experts as required. Sub-Committees Sub-committees may be established by the Chair of the Executive Committee, who may appoint members from the general membership of NASEDoVoC. Page 2 of 8

3 ARTICLE IV Roles and Responsibilities The NASEDoVoC executive committee shall work with its membership, as well as national and state organizations, to help execute the mission and purpose of NASEDoVoC. With this aim, the executive committee will provide overall guidance and policy direction for NASEDoVoC. The responsibilities and roles of the Executive Committee officers are as follows: Chair o Shall preside at general meetings and Executive and/or Committee meetings. o Appoint members to committees and committee leadership posts. o Be responsible for the overall functioning of NASEDoVoC. o Be responsible for representing NASEDoVoC to the parent organizations. Vice-Chair o Shall preside at general meetings and Executive and/or Committee meetings in the absence of the Chair. o Coordinate committees and their functions. o In coordination with the Chair, be responsible for the overall functioning of NASEDoVoC. o In coordination with the Chair, be responsible for representing NASEDoVoC to the parent organizations. Secretary o Send meeting reminders, agendas and invitations as directed by NASEDoVoC Executive Committee. o Record and distribute minutes and notes from NASEDoVoC meetings and distribute as directed by NASEDoVoC Chairman or Vice Chairman. o Maintain roster of NASEDoVoC members and update as necessary. o Assist NASEDoVoC Executive Committee members in distributing documents. o Post appropriate documents and training materials on NASEDoVoC HSIN Connect site for access by members. o Send documents to non- NASEDoVoC members for posting on approved websites. o Promote membership to target audience. o Establish and implement membership eligibility verification process. o Coordinate periodic update/verification of membership contact information. o Provide basic information on NASEDoVoC to new or prospective members. o Develop and implement membership nomination form and process for use by states or regions. o Report status of membership roster and coordination activities to Executive Committee at regularly scheduled meetings. o Other duties assigned by NASEDoVoC Executive Committee. Page 3 of 8

4 o Plans, Training and Exercise Officer o Develop list of recommended training opportunities in an effort toward standardizing training capabilities for state donations and volunteer coordinators. o Help identify how members can access trainings (e.g. on-line, webinar, via state training coordinator) and help facilitate engagement when possible. o Encourage engagement in nationally coordinated training sessions and exercises relative to the mission and purpose of NASEDoVoC. o Assist in identifying best practices and ensuring resources/tools are available to membership. o Identify and facilitate participation in national/regional exercises when possible. o Work with Executive Committee to explore/identify possible events. o Plan and facilitate events as appropriate. o Ensure training information, exercises and events are communicated to membership. o Operations Officer o Develop outreach programs with state and non-governmental agencies. o Work with EMAC Designated Contacts and Authorized Representatives on developing Donations and Volunteer cadre to deploy during events at the request of the affected state. o Attend conference calls with National VOAD, FEMA and other agencies before, during and after events to assist in the coordination of messaging and assistance. o Facilitate communication with membership during/following events to ensure key information is effectively shared (public messaging, conference call times, best practices, critical needs etc ) o Communications Officer o Attend conference calls with National VOAD, FEMA and other agencies before, during and after events to assist in the coordination of messaging and assistance. o On behalf of NASEDoVoC, coordinate social media messaging related to donated goods and volunteers during and following events to ensure key messages are provided in a timely manner. o Keep NASEDoVoC Facebook page and website updated o Communicate with Executive Committee before, during and after events to capture messaging input from leadership. o Alert NASEDoVoC leadership of event-specific messaging issues, including the lack of messaging. Page 4 of 8

5 ARTICLE V Membership General Description of Membership NASEDoVoC shall consist of each state s voting members, current executive committee members and the past chair, ex-officio members and any other party designated as a part of NASEDoVoC through its policy, rules and by-laws. Membership in NASEDoVoC shall be derived from the entities shown below: Local jurisdictions State jurisdictions Federal partners (ex-officio) Voluntary agency partners (ex-officio) Tribal Nations Territory, Commonwealth, Federations of the United States Membership is eligible to participate in all sub-committee meetings. Regular Members These are voting members designated by each state s emergency management agency to represent that state s functional capability to coordinate volunteers and donated goods. Each state shall appoint two members. Regular members are eligible for election to the Executive Committee. Affiliate Membership Affiliate members will have the ability to participate in general meetings, serve on committees and perform other tasks and duties as determined by the by-laws and officers. Affiliate members may include state emergency management personnel (beyond a state s two appointed Regular Members. Sub-State Membership One representative from a single jurisdiction (city, county, region) Ex-officio Membership Ex-officio membership status may be granted by the Executive Committee to partner agency representatives as needed. Efforts shall be made to permit members from the Federal Emergency Management Agency (FEMA) including FEMA Regional Offices, National Voluntary Organizations Active in Disaster and other partner organizations to participate as ex-officio members. Page 5 of 8

6 ARTICLE VI Voting Rights Each of the two donations and volunteer coordination function representatives of each state (as defined under Regular Member above) and territory is an automatic voting member of the association. No more than two voting members representing the donations and volunteer coordination function can be appointed by any one state. All members of the Executive Committee shall have a right to voting by rite of office. States may appoint non-voting affiliate members as needed. Ex-Officio members do not have voting rights. ARTICLE VII Elections Election Cycle Elections of Executive Committee members shall be held at least once every two years during the annual meetings. The Annual meeting will be held in November of every other year. The Executive Committee may adjust the annual meeting date to within three months of November if circumstances require. Nominations Nominations for officers of the Executive Committee will be solicited from the entire membership. The time period for the solicitation shall be determined by the sitting Executive Committee and announced to the membership. If no nominations are received for any of the positions, the sitting Executive Committee may nominate candidates to the positions. Ballots A ballot shall be prepared by the Secretary to cast votes. The Executive Committee shall determine and adopt a method of recording, tallying and maintaining records of votes, determine who will perform these actions, and adopt the methodology as an additional article to these by-laws. The persons who received the most votes, the position to which were elected, and the date that they will assume office shall be announced to the membership. Resignations Any committee member who resigns from the Executive Committee prior to the end of their term may be replaced by a majority vote of the remaining Executive Committee members or may be appointed by the Chair of the Executive Committee. Page 6 of 8

7 Re-elections Sitting Executive Committee members may be re-elected. Removal of Elected Officer Any elected officer may be removed by a simple majority vote at a general membership conference call. ARTICLE VIII Meetings and Conference Calls Executive Committee: Executive Committee shall conduct a conference call monthly as determined by the Chair to conduct business of the committee and review actions items status and completion. Other conference calls will be determined by the chair due to local, regional and national disaster events. Advisory Committee calls: Advisory Committee conference calls will be conducted as required and called by the Chair to conduct business in preparation for executive and general membership reporting. General Membership: The Executive Committee Chair shall call, at minimum, quarterly general membership conference calls for the purpose of updating the membership of the status of all sub-committee and executive committee actions. These calls can be conducted more frequently as determined by the Chair in support of local, regional and national events. Sub-Committees Conference calls of sub-committees will take place on an as needed basis, to be determined by sub-committee chairs, and to take place no less than twice per year. General Administrative Support ARTICLE IX Administration and Funding NASEDoVoC will reply upon its officers, advisory committee and membership to provide general administrative support. NASEDoVoC may also seek administrative support from partner agencies. Ultimately, NASEDoVoC plans to seek funding to secure administrative personnel. Other Support Other support will be solicited from the general membership Funding No funding and dues are currently set. Page 7 of 8

8 Acronyms EMAC FEMA NASEDoVoC NDMN NVOAD Emergency Management Assistance Compact Federal Emergency Management Agency National Association of Emergency Donations and Volunteer Coordinators National Donations Management Network National Volunteer Organizations Active in Disaster Page 8 of 8