BYLAWS of YFU USA National Volunteer Advisory Council

Transcription

1 BYLAWS of YFU USA National Volunteer Advisory Council MISSION The Youth For Understanding (YFU) USA Board of Trustees, in recognizing the need for a strong volunteer voice, establishes the National Volunteer Advisory Council (hereinafter referred to as NVAC) which represents YFU USA s volunteer body within the organization and consists of volunteer leaders with various experience levels and perspectives, reflecting the diversity of YFU communities. The NVAC represents volunteer needs, views, and recommendations to YFU management and acts from a national perspective to provide counsel for the good of the organization. The NVAC is recognized as the one unified volunteer voice and provides direct advice and counsel to YFU s executive team through the YFU Director of Volunteer Programs. The NVAC s four primary objectives are to (1) serve as stewards of the volunteerstaff partnership and seek ways to ensure that the staff and volunteers of the organization work together in an environment of shared responsibility; (2) work in cooperation with the YFU Director of Volunteer Programs and YFU volunteers to ensure effective strategies for communication among volunteers and provide a bridge from volunteers to the YFU executive team; (3) communicate the objectives and organizational vision of the YFU executive team back to the volunteer body; (4) and assist in recruiting and recommending volunteers to serve on special committees designed to improve the quality of YFU programs and operations. The policies and procedures of the NVAC will be in accord with YFU International and YFU USA standards, policies, and procedures; the United States Department of State regulations; and the Council on Standards for International Educational Travel (CSIET) standards. ARTICLE I PURPOSE Section 1 Communication a. Communicate recommendations through the appropriate channels, directly to the YFU Director of Volunteer Programs, who will address these

2 concerns and recommendations with the YFU executive team. b. Consult with YFU staff regarding best methods of communicating with volunteers across the organization. Work with staff to facilitate effective strategies for communication among volunteers, and regional and national staff, giving staff a better understanding of volunteer needs, and giving volunteers a process for consulting with staff and being valued and heard. c. Serve as YFU volunteer ambassadors at volunteer events and seek feedback from other volunteers to share with the NVAC. d. Ensure that decisions, outcomes, and recommendations of the NVAC are consistently communicated to the volunteer body as a whole. Section 2 Volunteer Development and Engagement a. Suggest new and innovative ideas which can improve the experience of the volunteer body and increase the impact that volunteers have on the mission, operations, and programs of YFU. b. Promote the introduction of new programs and training opportunities to the volunteer body. c. Consult and assist YFU staff on plans for volunteer recruitment, engagement, and training and on criteria to be used in selecting volunteers for any special projects, programs, or travel. ARTICLE II Officers Section 1 Number The officers of the NVAC shall be the Chair, the Vice-Chair, and the Secretary.

3 Section 2 Election, Term of Office, Nominations, and Voting a. Elections for NVAC officers shall occur at the first meeting of the NVAC on January 20th (or 21st if January 20th is a Sunday). Officers will serve a one year term, which will begin following the first meeting in January. Officers may serve up to two consecutive one year terms, within the allowable term limits for all members. New officers will be oriented under the direction of YFU s Director of Volunteer Programs and the outgoing officers. In the absence of outgoing officers, including the first election following the adoption of these bylaws, YFU s Volunteer Programs division shall be solely responsible for orchestrating the orientation of new officers. b. Nominations must be submitted by a NVAC member in office or who will take office at the first yearly meeting of the NVAC, to the Director of Volunteer Programs in writing, by electronic mail, or orally at the meeting. Members eligible to vote for officers will be all volunteers who are on the NVAC at the time of election, and are present at the first meeting. The officer nominee receiving the most votes will be elected. Voting for Chair will occur first, followed by voting for Vice-Chair, and concluding with the Secretary. c. The inaugural nine (9) Council members and NVAC Chair were appointed by the YFU Board of Trustees. The term for all inaugural members shall be a period of one-three years, depending on the seat occupied, and officially commencing on Wednesday, January 20, This initial cohort will serve until a permanent elected council is elected on Friday, January 20, The goal of this initial group is to inaugurate the first council with the first election being held in November Section 3 Duties a. NVAC Chair - The Chair shall preside at all meetings of the NVAC and is responsible for preparing and distributing the meeting agenda to all members. The Chair is an ex-officio member of all committees. The Chair has the authority to call special meetings to address acute concerns. The Chair will also serve as the NVAC s representative on the

4 YFU USA Board of Trustees and will be expected to attend all Board meetings, both teleconference and in person. Other Board of Trustees expectations may include serving on an additional committee and making a yearly monetary or in-kind donation to YFU USA. b. NVAC Vice-Chair - The Vice-Chair shall preside in the absence of the Chair and will work closely with the Chair to manage the work of the NVAC. He/she will be a de facto member of all NVAC task forces or working groups and will serve as the point of contact for members wishing to give reports as part of the meeting agenda. c. NVAC Secretary - The Secretary shall preside in the absence of the Chair and Vice-Chair. He/she will take minutes and assist with logistics during these meetings. Section 4 Vacancies If the position of Chair becomes vacant, the Vice-Chair shall fill that office for the remainder of the designated term. If the Chair position becomes vacant and the Vice-Chair is not able to fulfill that position for any reason, the Secretary shall fill the Chair position for the remainder of the designated term. The Chair or Vice-Chair will preside over NVAC meetings. If both the Chair and Vice-Chair are absent from a meeting, the Secretary shall preside. ARTICLE III Membership Section 1 Number There will be nine voting volunteer members seated on the NVAC. Section 2 Demographics a. Qualification of Members Council members must be active volunteers and maintain their active status during their tenure on the NVAC. Active volunteers are those individuals that have completed their YFU role appropriate training. Current YFU staff

5 members who are also volunteers are not eligible. All member candidates must provide a short biographical statement describing their current YFU involvement. The members elected as regional representatives must reside in the region they represent for the duration of their term. b. Diversity of Members The NVAC values diversity. Membership should include individuals with varying opinions, experiences, races, and ages. Members should be enthusiastic about mentoring other volunteers and staff and have a genuine interest in helping facilitate the YFU mission. YFU program alumni, including recent returnees, are encouraged to become involved. c. Volunteer Representation Categories/Length of Terms In order to accommodate the geographical diversity and varying responsibilities of the YFU volunteer community, the breakdown of representation and length of terms shall be as follows: Four (4) volunteer role representatives serving 2 year terms a. Study Abroad b. Host Family/Parents c. IS Area Representative d. Education and Training 2. Three (3) regional representatives serving 3 year terms a. Eastern b. Great Lakes c. Western 3. Two (2) at-large representatives serving 1 year terms Section 3 Election Process and Term of Service Volunteer members can be elected for two consecutive terms in their respective roles. If members wish to seek additional terms after serving two they must take a one year break before being elected again. The process of the election will be directed by the YFU Director of Volunteer Programs. All active volunteers in good standing may submit nominations. Active

6 volunteers in good standing may nominate themselves or another active volunteer. Active volunteers are those individuals that have completed their YFU role-appropriate requirements and any applicable training. Current YFU staff members who are also volunteers are not eligible. One nomination shall be restricted to potential nominees volunteering in the same geographical region. The nominee must currently reside in the region. The other nominations for role representatives and two at-large volunteers are not restricted by region. All nominations for NVAC members shall be submitted no later than one month prior to the election, to the Director of Volunteer Programs, via using an electronic nomination form or another method, at the discretion of said director. Prior to the election, all volunteers will be provided a summary of the current bylaws of the NVAC. If a volunteer receives a nomination in multiple categories the individual must select only one category in which to run. Failing an appropriate number of nominees in a certain category, the Chair of the NVAC shall make an appointment for that category. The election of new members will take place on the Tuesday following the first Monday in November via using an electronic ballot or another method, at the discretion of the Director of Volunteer Programs. All active volunteers in good standing may cast one vote, restricted to candidates volunteering in the same geographical region and the remaining votes for the two at-large seats and any open role representative seats. Members will be seated on January 20 (or 21 st, if the 20 th is a Sunday). New NVAC members will be provided with an orientation organized by YFU s Volunteer Program division. Section 4 Resignation A member may resign at any time by sending a written resignation to the Secretary. Section 5 Vacancies/Removal If a vacancy occurs on the NVAC, including a vacancy resulting from a

7 removal or departure of a representative, the Chair may appoint a replacement. The majority of all remaining members must approve the appointment. Each departing member will be replaced by a volunteer representing the same constituency (regional, volunteer role, or at-large). Individuals filling an opening will serve the rest of the term of the person they replaced and are eligible to be elected for the term associated with their NVAC role. An NVAC member may be removed for adequate reason by two-thirds vote of all members. Section 6 Regular Meetings The NVAC will meet no less than quarterly either by webinar, conference call, or in-person. When financially feasible, the NVAC will have at least one in-person meeting per year. The NVAC determines its meeting calendar for the following year directly after the yearly elections occur. The Chair or the Director of Volunteer Programs can, at any time, call additional special meetings. Section 7 Member Responsibilities NVAC members shall attend a minimum of one volunteer conference or training event each year and attend seventy-five percent of regularly scheduled NVAC meetings. Further, they will inform the Chair if they are unable to attend a meeting or if they are not able to fulfill the obligations of their position. Members shall maintain a national leadership perspective for the benefit of the entire organization and make realistic requests, keeping in mind the mission and resources of YFU. If a member does not fulfill his/her responsibility he/she may be removed by three-fourths vote of the entire NVAC. Section 8 YFU Staff Responsibilities YFU s Volunteer Programs division shall arrange conference calls, in-person meetings, and other communications while being mindful of the volunteers schedules. The YFU Director of Volunteer Programs shall assure that budget allowances are made for annual in-person meetings, while keeping in mind YFU s overall financial obligations. Responses to NVAC concerns, questions,

8 and general updates shall be responded to by the YFU Director of Volunteer Programs or his/her designee within thirty days of the request being made. Section 9 Quorum In order to convene a meeting, two-thirds of the current voting members are required to be in attendance. Section 10 Standing and Special Committees a. NVAC has the authority to create one or more committees and appoint members, or such other individuals as the NVAC designates, to serve on the committee or committees. b. Each committee may exercise the authority granted to it by the NVAC or the bylaws; provided, however, a committee may not: (1) exceed the authority given the NVAC; (2) adopt, amend, or repeal the bylaws. c. Additional task forces or special committees may be established and appointed at the discretion of the NVAC, in order to develop and implement action plans surrounding specific, short-term issues or concerns. The NVAC may create and appoint individuals to a special committee, task force, advisory group or any other such body. Individuals appointed to these special committees, task forces, or advisory groups are not required to be members of the NVAC. Section 11 Executive Committee The Executive Committee consists of the Chair, Vice-Chair, and Secretary. The Chair will also serve as the NVAC representative to the YFU USA Board of Trustees. The Director of Volunteer Programs is also a non-voting exofficio member of the Executive Committee. The Executive Committee s role is to support the functions of the NVAC, prepare the work plan, and is responsible for ensuring that the NVAC fulfills its mission. The Executive Committee has the authority to act on behalf of the NVAC, when a decision is needed within 48 hours or between NVAC monthly meetings. Decisions made by the Executive Committee shall be submitted to the full NVAC at the next meeting, for agreement.

9 ARTICLE IV Parliamentary Authority Robert s Rules of Order shall govern the NVAC in all cases in which they are applicable and do not undermine the authority of these bylaws or any special rules that the NVAC may adopt. ARTICLE V Amendments These bylaws can be revised with a three-fourths vote of the entire NVAC and with approval by the YFU Board of Trustees. Suggested revisions shall be given to the Executive Committee in a timely manner. Revised and Approved by the NVAC November 28, 2016