DOVIA Bylaws

BYLAWS

DIRECTORS OF VOLUNTEERS IN AGENCIES

SACRAMENTO

ARTICLE I

NAME

The name of this organization shall be DIRECTORS OF VOLUNTEERS IN AGENCIES, SACRAMENTO, hereinafter referred to as DOVIA.

ARTICLE II

PURPOSE

The purpose of DOVIA shall be:
1. To enhance the professional goals and skills of volunteer managers through furthering professional association and education.
2. To broaden community awareness of volunteerism by furthering communication among DOVIA, its member agencies and institutions and the general public.

ARTICLE III

MEMBERSHIP

Shall consist of any person, salaried or volunteer, whose primary job responsibility within any agency or organization, public or private, is that of directing, coordinating, or conducting the volunteer program of said agency or organization, and other individuals interested in furthering volunteerism who are paid members of DOVIA in good standing.

Individual memberships are not transferable. Memberships paid by agencies or organizations are transferable.

Membership Fee: The Executive Board shall determine annually the amount of the membership fee.

ARTICLE IV

EXECUTIVE BOARD

Powers: The management of DOVIA shall be entrusted to the Executive Board which shall have and exercise all the powers which are necessary to carry out DOVIA activities, which are permitted by law, and which are consistent with these bylaws.

Personnel: Members of the Executive Board shall consist of the following officers: Chair, Vice Chair, Secretary, Treasurer, Membership Chair, Newsletter/Public Relations Chair, Program Chair, Training Chair, Mentoring Chair, Awards Chair, and Website Chair. Additional members to the Executive Board may be appointed from time to time with such duties as the Board may determine. One half of the full Executive Board shall constitute a quorum. If a quorum is not present, significant decisions will be held over until a majority of executive board members can be consulted.

ARTICLE V

MEETINGS

Regular Meetings: There shall be a minimum of five (5) meetings per year of the general membership, for the purpose of general business and programs designed to conform with the purposes of DOVIA. Special meetings of the membership may be called at such time and place as the Executive Board shall determine.

Executive Board: This board shall hold a minimum of five (5) meetings during the year. Special meetings may be called by the Chair, providing prior notice of forty-eight (48) hours is given to all Executive Board members; or at the request of one half of the Executive Board, with the same prior notice.

ARTICLE VI

OFFICERS

Officers: DOVIA officers shall be the Chair, Vice-Chair, Secretary, Treasurer, Membership Chair, Program Chair, Training Chair, Public Relations Chair, Awards Chair, Mentoring Chair, and Website Chair. These officers shall be presented to the membership at a regular meeting or via the website, and shall take office in July. To fill Board vacancies during the program year the Executive Board may announce the vacancies to the membership and make appointments from those volunteering.

Term of Office –Administrative Year: The term of office shall be one administrative year which shall be from July 1st, extending for a twelve (12) month period though June 30th of the next year. The Chair, Vice Chair, Secretary and Treasurer shall not be elected to serve in the same office for more than two consecutive terms, excluding an unexpired term.

Duties:

Chair: Shall be the chief executive officer of DOVIA, who shall preside at all meetings of the regular membership and the Executive Board. The Chair shall not vote except in the case of a tie. The Chair shall appoint all committee chairpersons and shall serve as an ex-officio member of all committees excepting the Nominating Committee. The Chair shall sign all contracts or documents authorized by the Executive Board.

Vice-Chair: Shall carry out the duties of the Chair in the absence or unavailability of the Chair and perform other duties delegated to the office by the Chair.

Secretary: Shall keep the minutes of all Executive Board meetings, and of all general meetings which pertain to official business of DOVIA; be responsible for duplication and distribution of said minutes to the members of the Board.

Treasurer: Shall be the custodian of the funds of DOVIA; shall be responsible for the collection, deposit and accounting of all monies and shall make financial statements at meetings as required. The Treasurer shall prepare and present an income and expense report at each Executive Board meeting.

Membership Chair: The Membership Chair is responsible for annual membership recruitment, collects membership monies, keeps membership records, keeps records of general membership attendance, sends out meeting announcements, and updates the webmaster concerning current membership.

Program Chair: Shall solicit and receive suggestions for program topics and speakers for luncheon meetings and shall make all arrangements with speakers, introduce them and thank them as well as create attractive promotional flyers.

Training Chair: Shall solicit and receive suggestions for half or full day trainings and make all arrangements with trainers including price, as well as plan locations, registration, logistics, and refreshments.

Public Relations/Newsletter Chair: Shall solicit, receive information, and create a newsletter
at least 4 times per year and utilize the local media to promote and inform about DOVIA. May create a committee to help with these tasks.

Mentoring Chair: Shall devise a program to provide consultant help to new volunteer coordinators. Is responsible for updating and maintaining appropriate educational materials for inclusion in the DOVIA Handbook for New Volunteer Coordinators and the DOVIA New Member Packet

Awards Chair: Is responsible for planning for DOVIA participation in events which recognize volunteers. With respect to the Margaret Einspahr Youth Award and the Volunteer Coordinator of the Year Award, the Chair makes contact with event hosts, plans for and arranges DOVIA participation, presents awards, and arranges for media coverage. Maintains the binder of historical information about the two awards that DOVIA sponsors and sends updates to the Einspahr family.

Website Chair: Maintains all aspects of the continual development and maintenance of the DOVIA website and deals with the website administrator. Looks for ways to improve the DOVIA web presense.

Special Committees: May be appointed by the Chair and their duties and term designated by the Chair, with approval of the Executive Board. Examples are: nominating committee, awards event committee, career development, etc.

Members-at-Large: Members-at-Large serve as non-voting advisors to the Executive Board. The Chair, with the approval of the Executive Board, may appoint Members-at-Large.

ARTICLE VII

BOARD APPOINTMENTS

Nomination of Officers: The Executive Board serves as a nominating committee to prepare a slate of officers for the coming year but the Chair may appoint several Board members to take responsibility for researching the slate. Unfilled positions will be identified and a search for qualified persons will be made. This slate will be presented to the membership at either a May or June meeting.

Vacancies: Should the office of Chair become vacant, the Vice-Chair shall become Chair, and the Vice-Chair shall be filled by a majority vote of the Executive Board. All other officer vacancies shall be filled in the same manner. Persons so elected shall serve until the expiration of the original term of office.

ARTICLE VIII

RECORDS

DOVIA shall maintain adequate and correct accounts, books, minutes, and records, all of which will be kept by the officers so elected, and be passed in total to the next elected officer.

Authorization to Sign Checks: All checks issued in the name of DOVIA shall carry two (2) officer signatures. Those authorized to sign checks shall be the Chair, Vice-Chair, Treasurer, and Secretary of DOVIA. An annual review of the books shall be conducted thirty (30) days following the end of the fiscal year.

ARTICLE IX

FISCAL YEAR

The fiscal year of DOVIA shall be from July 1 to June 30.

AMENDMENT AND RULES OF ORDER

These bylaws may be changed or amended by a two thirds vote of the Executive Board.

Originally adopted: November 1977

Revised and approved ___________date.