BYLAWS Revised November 2011 ARTICLE I: NAME The name of this organization shall be the (hereinafter referred to as SDADVS.) ARTICLE II: PURPOSE The purpose of SDADVS shall be to enhance the effectiveness of volunteer management personnel in area health care related facilities and agencies by: 1. Providing members with a forum for the ongoing exchange of ideas, and the dissemination of information and materials to strengthen and develop volunteer services administration by the health care professional. 2. Assisting in the development of personal growth and professional skills of its members through educational opportunities. 3. Promoting the professional status of its members within their individual facilities and the health care community at large. 4. Providing consultation and guidance on matters relating to volunteer service administration. ARTICLE III: MEMBERSHIP Section 1. Eligibility A. Full membership: Individuals eligible for Full membership shall be paid persons who have responsibility for volunteer program management in health care related facilities and agencies. Eligibility shall be determined by elected Board. B. Sustaining membership: Members in good standing may continue as sustaining members of SDADVS for the remainder of the fiscal year if they become unemployed. C. Associate membership: Membership available to former members of SDADVS no longer employed in volunteer management. Section 2. Voting A. Each Full member shall have one vote. SDADVS Bylaws, Standing Rules and Position Descriptions revised November 2011 Page 1 of 11
Section 3. Dues A. Annual dues are required for membership. Changes in dues structure shall be determined by a two-thirds vote of the membership. B. Dues shall be payable January 1 and delinquent after March 1. C. Dues paid grant membership to the person and not to the facility or agency the individual represents. Therefore, dues are not transferable and no portion of the dues shall be refunded if membership is terminated. D. Dues will be prorated for new members joining in October, November, or December. Section 4. Termination of membership A. Membership shall be terminated for failure to pay annual dues by March 1. B. Membership shall be reinstated upon payment of dues. ARTICLE IV: BOARD MEMBERS AND THEIR DUTIES Section 1. Board Members A. Elected Board members of SDADVS shall be the President, President-Elect, Legislative Representative, Secretary, and Treasurer. B. The President shall be the AHVRP Liaison, or appoint another member to serve in this position. C. Board members shall be Full members of SDADVS for at least one full year. D. Each Board member shall serve a one-year term commencing with the January meeting. Section 2. Duties A. The President shall preside at all meetings of SDADVS, represent SDADVS at all local, state, and national organizations, and serve on the California Association of Hospitals and Health Systems (CAHHS) Directors Coordinating Council. The President shall appoint a Bylaws Committee Chairperson, and a Nominating Committee Chairperson. The President shall be an ex-officio member of all committees except the Nominating Committee. The President shall maintain communication between the Association for Healthcare Volunteer Resource Professionals (AHVRP) and SDADVS as outlined in AHVRP s Statement of Mutual Expectations. B. The President-Elect shall serve as chairperson of the Education/Special Events Committee, and serve on the CAHHS Directors Coordinating Council. In the absence of the President, perform all duties and responsibilities of the President. SDADVS Bylaws, Standing Rules and Position Descriptions revised November 2011 Page 2 of 11
C. The Legislative Representative shall inform the membership of local, state, and national legislative concerns and represent SDADVS on the CAHHS Directors Coordinating Council. D. The Secretary shall maintain an accurate roster of SDADVS; keep accurate minutes of all meetings and distribute copies to all members; be responsible for correspondence of SDADVS; provide a Fact Sheet to prospective members; and distribute Information Packets to new members. E. The Treasurer shall receive and disburse all funds of SDADVS; maintain an accurate record of receipts and disbursements; send out annual dues notices; prepare an annual budget; and report to the Secretary the status of membership dues. ARTICLE V: STANDING COMMITTEES AND THEIR DUTIES Section 1. Nominating Committee A. The Nominating Committee shall be chosen at the first business meeting of each calendar year. B. The Nominating Committee shall consist of three persons: a) The immediate past President of SDADVS, who shall act as Chairperson b) One member appointed by the President c) One member selected by the general membership. C. The Nominating Committee shall present a slate of nominees at the fall meeting for approval. A written notice of the proposed slate shall be sent to each member at least one week prior to the meeting. The installation will take place at the December meeting. D. Nominations may be made from the floor with the consent of the nominee. If more than one name has been placed in nomination for an office, the nominees shall have an opportunity to present their qualifications, and a written ballot shall be cast. The ballots shall be tallied by the Secretary and two members appointed by the membership. E. Members of the Nominating Committee are eligible to become nominees for office. F. If the office of the President becomes vacant or if the President cannot fulfill the obligations of the office, the President-Elect shall assume the Presidency for the duration of the unexpired term and is eligible to serve as President for the subsequent term. If both the President and the President-Elect are unable to perform their duties or in the event of a vacancy in any other elected office, the Nominating Committee shall convene and present nominee(s) to the membership for a vote of approval. The newly elected officer(s) will serve the remainder of that term. Section 2. Bylaws Committee A. The Bylaws Committee shall be appointed by the President and shall consist of one past President and two Full members. SDADVS Bylaws, Standing Rules and Position Descriptions revised November 2011 Page 3 of 11
B. The Bylaws Committee shall make a report to the Full membership at a time designated by the President. Section 3. Education/Special Events Committee A. The Education/Special Events Committee will assess the educational needs and interests of the members and provide programs accordingly. ARTICLE VI: MEETINGS Section 1. The fiscal year is January 1 through December 31. Section 2. There shall be a minimum of four meetings per year. Section 3. Special meetings of SDADVS may be called by the President and must be called upon the request of two or more members with notification to all members prior to the meeting. Section 4. A majority of the voting members present shall constitute a quorom for conducting business at any regular or special meetings. ARTICLE VII: AMENDMENTS These Bylaws may be amended by an affirmative vote of the majority of the voting membership. ARTICLE VIII: PARLIAMENTARY AUTHORITY SDADVS shall be governed by the Robert s Rules of Order, Revised, unless otherwise provided by the Bylaws. SDADVS Bylaws, Standing Rules and Position Descriptions revised November 2011 Page 4 of 11
STANDING RULES 1. The installation of officers shall take place at the December meeting. 2. Full membership dues shall be $40.00 annually, per member. Associate membership dues shall be $20.00 annually, per member. 3. Meetings will be held at designated sites as scheduled. 4. Any changes in these Standing Rules shall require an affirmative vote of the majority of the members present. 5. The officers will present a budget to the membership at the first meeting of the year. 6. A petty cash Sunshine Fund is established for recognizing members for special occasions and members are encouraged to make an optional contribution of $5 or more per year. SDADVS Bylaws, Standing Rules and Position Descriptions revised November 2011 Page 5 of 11
TITLE: PRESIDENT The President is elected to office for a term of one year. This person must be in good standing and is selected according to the Bylaws of SDADVS. JOB SUMMARY: The President will provide leadership and implementation of SDADVS goals, objectives, policies and procedures; will preside at all general SDADVS meetings and provide the meeting agenda for the benefit and education of all members; will represent SDADVS, or will designate a representative of SDADVS, at all local, state, and national organization activities, as appropriate. DUTIES AND RESPONSIBILITIES: Establish the general meeting calendar for the year. Maintain communication with all local, regional, state, and national organizations for volunteer services. Provide meeting information to SDADVS Secretary for mailing at least two weeks prior to each general meeting. Establish committees as required by SDADVS business. Appoint the following committee positions: Bylaws Committee Chairperson (a Past President) and Nominating Committee member. Attend all CAHHS Directors Coordinating Council meetings as scheduled. (Meetings are usually held 3 times a year at various locations in California. Travel expenses are reimbursed by CAHHS.) Attend the following scheduled San Diego-Imperial County Council of Hospital Volunteers meetings: Executive Board meetings; Presidents meetings; and Council meetings. Co-sign checks with the Treasurer. Be an ex-officio member of all committees except the Nominating Committee. Be informed of all SDADVS committees activities. Serve as chairperson of the Nominating Committee for one year after completing the term of office as President. Maintain open communication with the President-Elect. Order engraving for President s plaque; pass plaque on to incoming President at installation. Act as AHVRP Liaison TERM OF OFFICE: The term of office shall be for one year, January 1 through December 31. SDADVS Bylaws, Standing Rules and Position Descriptions revised November 2011 Page 6 of 11
RESPONSIBILITIES TO THE DIRECTORS COORDINATING COUNCIL OF CAHHS: Attend all regularly scheduled meetings and report on SDADVS activities. (There are usually three a year). Make a report at the SDADVS meeting following a Directors Coordinating Council meeting. Assume all responsibilities designated by the chairperson of the Directors Coordinating Council. Prepare an Annual Report for the Directors Conference. Members of the CAHHS Directors Coordinating Council are as follows: The California Association Presidents of the Northern, Southern, and San Diego regions. The President-Elect from the above Associations The Legislative Representative from each of the Associations The Director of CAHHS Volunteer Division The CAHHS Volunteer Chairperson, and chair designate SDADVS Bylaws, Standing Rules and Position Descriptions revised November 2011 Page 7 of 11
TITLE: PRESIDENT-ELECT The President-Elect is elected to office for a term of one year. This person must be in good standing and is selected according to the Bylaws of SDADVS. JOB SUMMARY: The President-elect will coordinate all efforts with the President to implement SDADVS s goals and purpose; will preside at general SDADVS meetings in the absence of the President; and will assume the office of the President in the case of the President s inability to serve. The President-Elect serves as Chair of the Education/Special Events Committee, serves on the CAHHS Directors Coordinating Council, and serves as mentor for new and prospective members. DUTIES AND RESPONSIBILITIES: Preside at SDADVS meetings in the absence of the President. Attend all CAHHS Directors Coordinating Council meetings as scheduled. (Meetings are usually held 3 times a year at various locations in California. Travel expenses are reimbursed by CAHHS.) Assume all duties as requested by the President. Establish Education/Special Events Committee members. Become aware of the educational needs and interests of SDADVS members. In coordination with the President s meeting calendar, provide an educational program, with speaker, for at least two regularly scheduled meetings. Purchase gift for outgoing President; present at December installation meeting. Coordinate annual event to honor Auxiliary Presidents/volunteer leaders. Welcome, orient, and mentor new/prospective members. Maintain contact with membership to encourage participation. Develop recruitment strategy. TERM OF OFFICE: The term of office shall be for one year, January 1 through December 31. SDADVS Bylaws, Standing Rules and Position Descriptions revised November 2011 Page 8 of 11
TITLE: SECRETARY The Secretary is elected to office for a term of one year. This person must be in good standing and is selected according to the Bylaws of SDADVS. JOB SUMMARY: The Secretary will record accurate minutes of all general SDADVS meetings and distribute copies to all members; handle correspondence for SDADVS, including Sunshine Fund; and maintain an accurate roster of SDADVS members. DUTIES AND RESPONSIBILITIES: Notify members of meeting dates, time, and location. Record minutes of SDADVS meetings, mail copies to members at least two weeks prior to the next meeting. Be responsible for correspondence, cards, and gifts purchased through Sunshine Fund. Distribute an updated membership roster to members in March and updates as needed. Send a membership roster, list of officers, and committee chairs to the following: Chairperson of CAHHS Directors Coordinating Council Director of CAHHS Volunteer Services Division Advisors of Region V (CAHHS) President of the San Diego-Imperial Council of Hospital Volunteers American Hospital Association American Society of Directors of Volunteer Services Maintain records of SDADVS including meeting attendance records. Assume responsibility for SDADVS stationery and logo artwork. Provide Fact Sheet to prospective members. Distribute Information Packets to new members, consisting of: 1. Welcome letter from the President 2. Fact Sheet of information about SDADVS 3. List of meeting dates for the year 4. Bylaws 5. Standing rules 6. Minutes from last meeting 7. Current membership roster 8. Officers Job Descriptions Tally ballots along with two members in event of more than one nomination for an office. Notify President-Elect of all new and prospective members. TERM OF OFFICE: The term of office shall be for one year, January 1 through December 31. SDADVS Bylaws, Standing Rules and Position Descriptions revised November 2011 Page 9 of 11
TITLE: TREASURER The Treasurer is elected to office for a term of one year. This person must be in good standing and is selected according to the Bylaws of SDADVS. JOB SUMMARY: The Treasurer will be responsible for receiving and disbursing funds while maintaining an accurate record of receipts and disbursements, and will send dues/membership notices to SDADVS members. DUTIES AND RESPONSIBILITIES: Send dues/membership renewal notices to members in November (due date: January 1). Send reminder notices to members of delinquent dues. Give a treasurer s report at all general meetings on the balance of SDADVS checking account and the petty cash Sunshine Fund balance. Co-sign checks with the President for all disbursement of funds. Be responsible for payment of bills and maintain an accurate account of all financial transactions. Obtain and submit new bank signature cards for bank accounts following the change of officers. Prepare and submit proposed budget to SDADVS officers who will present to the membership for approval. Maintain an accounting of the Sunshine Fund. Notify Secretary of changes in membership. TERM OF OFFICE: The term of office shall be for one year, January 1 through December 31. SDADVS Bylaws, Standing Rules and Position Descriptions revised November 2011 Page 10 of 11
TITLE: LEGISLATIVE REPRESENTATIVE The Legislative Representative is elected to office for a term of one year. This person must be in good standing and is selected according to the Bylaws of SDADVS. JOB SUMMARY: The Legislative Representative will represent SDADVS on the Directors Coordinating Council of the California Association of Hospitals and Health Systems (CAHHS). The Legislative Representative will monitor, evaluate, and disseminate information to SDADVS members on the legislative issues pertaining to the health care industry. DUTIES AND RESPONSIBILITIES: Attend CAHHS Directors Coordinating Council (DCC) meetings with the President and President-Elect as scheduled. Present a report to the DCC on legislative issues. (Meetings are usually held 3 times a year at various locations in California. Travel expenses are reimbursed by CAHHS). Review CAHHS communications and respond to requests for participation in the development of public policy. Maintain a list of all state and local Senators and Representatives and key committees within the legislature pertinent to health care and volunteer interests along with information on how to get in touch with them. Be familiar with basic principles of the legislative process. Advise SDADVS members on public policy issues and recommended action to be taken on specific healthcare measures. TERM OF OFFICE: The term of office shall be for one year, January 1 through December 31. SDADVS Bylaws, Standing Rules and Position Descriptions revised November 2011 Page 11 of 11