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CONSTITUTION
Adopted January 19, 2008
Revised March 5, 2009
ARTICLE I - NAME
The name of this non-profit organization shall be East Valley Association of the Deaf, herein after referred to as "EVAD". The official mascot of this organization is COYOTES.
ARTICLE II - ORGANIZATION AFFILIATION
EVAD shall recognize it receives the rights to function as a not for profit organization in Arizona.
EVAD shall be affiliated with local, regional and national sports recreational associations.
EVAD shall be working relationship with the Arizona Association of the Deaf, Inc. as known as AZAD, Inc. and its chapters.
ARTICLE III - OBJECTIVES
The objectives of this organization are:
- To promote the educational, social, athletic, cultural, community and charitable activities for the members.
- To foster and improve EVAD members in agreement with the standards set by various organizations adopted by the EVAD board members.
- To promote the network of social services, community services, education purposes, athletic related, culture diversity within Deaf community.
ARTICLE IV - MEMBERSHIP
Section I
Any persons of good standing who evidences interest in the objectives of EVAD shall be eligible to join the organization.
Section II
Any interested people can join the organization would be required to pay the membership fee as indicated in Appendix A of the EVAD Bylaws. Such persons shall be entitled to all rights and privileges of membership.
Section III
EVAD members shall be without regard to race, religion, sex, residence, or national origin.
Section IV
EVAD members are entitled to a discount on social events hosted by EVAD. They shall have the right to attend, speak, and vote in all general meetings, to hold office, and to be appointed to a committee chairmanship.
Section V
Any EVAD members who are hearing shall have the right to hold office on the Executive and Board of Coordinators and shall participate any sports. A majority of Board members shall be Deaf.
Section VI
EVAD membership shall be terminated by death, dissolution of the EVAD, resignation, nonpayment of membership dues or expulsion.
ARTICLE V - EXECUTIVE BOARD
The Executive Board of EVAD shall consist of the following active members:
- President
- Vice President
- Secretary
- Treasurer
Section I
The Executive board shall serve a two year term beginning on January 1st through December 31st.
Section II
The qualification of the Executive Board members shall be constituted as set forth in the EVAD Bylaws- Article I.
Section III
The duties of the Executive Board members shall be constituted as set forth in the EVAD Bylaws- Article II.
Section IV
The Executive Board members may resign by giving written notice to the President with statement of reason and shall be read to the all Board members at the next board meeting. Such resignation will be effective when received at the time of the meeting.
ARTICLE VI - BOARD OF COORDINATORS
The Board of Directors of EVAD shall consist of the following active members:
- Social Coordinator
- Community Service Coordinator
- Fundraising Coordinator
- Recreation Coordinator
- Historian Coordinator
Section I
The Board of Coordinators shall be nominated by the President and to be approved by the Board.
Section II
The qualifications of the Board of Coordinators shall be constituted as set forth in the EVAD Bylaws- Article I.
Section III
The duties of the Board of Coordinators and Committees shall be constituted as set forth in the EVAD Bylaws- Article II.
ARTICLE VII - ELECTION
Section I
The Executive Board shall be elected by the whole EVAD community at the biannual General Election meeting three months prior to new two year terms and may be re-elected once no more than two consecutive two year terms in the same officer position.
Section II
The qualifications of the elected members shall meet the following criteria as specified in the EVAD Bylaws- Article I.
Section III
The election procedures shall be governed as set forth in the EVAD Bylaws- Article IV.
Section IV
Transition of term for the Executive Board members should be obligated by either an oath or Robert's Rules of Order's guidelines.
ARTICLE VIII - AMENDMENTS
Section I
All proposed amendments to the Bylaws shall be submitted in writing to the two active members of the EVAD Board. This matter shall be discussed and then transact to the chair of the Bylaws committee no later than 45 days.
Section II
Robert's Rule of Order shall be followed on all meeting and voting procedures.
ARTICLE IX - REVIEW
Section II
The EVAD Constitution, Bylaws, and Appendixes shall be reviewed every second year of the term.
Section II
The EVAD Constitution, Bylaws, and Amendments shall be reviewed by the Vice President every second year of each term.
ARTICLE X - DISSOLUTION
Section I
Upon the dissolution of the EVAD, any assets of the EVAD shall remaining thereafter shall be conveyed to such organizations qualified for exemption under 501(c)(3) of the Internal Revenue Code.
BYLAWS
Adopted January 19, 2008
Revised March 5, 2009
ARTICLE I - DUES/FEES
Section I
The membership dues/fees shall be set forth in Bylaws - Appendix A.
Section II
The affiliation dues/fees shall be set forth in Bylaws - Appendix B.
Section III
Applications membership/affiliation dues shall go to Treasurer first before hand it to Secretary for the record.
ARTICLE II - MEMBERSHIP
Section I
The membership dues shall be determined annually by the EVAD Board, and to be stated in Appendix A.
Section II
Individual membership shall be available as a sole person. Family membership shall be available to the spouse and children residing at the same address.
Section III
The following violations shall be in order:
- First time offenders will receive a written warning and requires sending a copy of the signatures by offender and Director and will be given to EVAD Executive Board with in 10 days.
- Second time offenders will be suspended determined the length of time by the EVAD Executive Board.
- Third time offenders will be expelled as an EVAD membership when committed during an EVAD event.
Section IV
The EVAD Board will determine the disciplinary action, and law enforcement officers will be notified.
- The individual will be held responsible for property damages.
- The individual will be required to reimburse for theft.
- Felony offenses.
- Use of dangerous weapons.
- Soliciting illegal drugs.
Section V
The result of the following violations shall be determined the action of delinquency that fits the violation during the EVAD Executive Special Order Meeting.
- Fighting.
- To show any actions that harm EVAD's reputation.
- Noncompliance offenses.
- Minor damages of property.
- Forgery identification of any association paperwork.
ARTICLE III - AFFILIATIONS
Section I
The affiliation dues shall be determined annually by the EVAD Board, and to be stated in Appendix B.
Section II
The Affiliation shall be included its organization on the website.
Section III
The Affiliation shall be included its announcement on email tree of EVAD.
ARTICLE IV - QUALIFICATIONS
Section I
The Executive Board members of the EVAD must be in good character membership standing for one year or more prior to the elected term(s).
Section II
The Executive Board members of EVAD must be knowledge of the role in body government and to show the ability to follow the duties as described in Bylaws Article V.
ARTICLE V - DUTIES
Duties and Powers of Executive Board
Section I - President
The President shall preside at all Board and General meeting and gatherings of the organization. The President shall be chairperson of the Board of Coordinators and shall perform such other duties to her/his office. The President shall enforce order and strict observance of constitution and appoint officers when a position becomes vacant; and be ex-officio member of all standing committees. She/he shall decide all questions or order according to the Parliamentary Rules (Robert Rules of Order) stated herein and have the deciding vote in case of a tie. She/he also must see that all assessments are paid and all penalties enforced.
Section II - Vice President
The Vice President shall assist the president in the discharge of her/his duties and shall fill her/his place required by the constitution and the bylaws. She/he shall assist the President with the supervision over the organization and enforce the Constitution. She/he shall oversees the Board of Coordinators and its committee and be the chairperson for the Bylaws committee.
Section IV - Secretary
The Secretary shall keep correct minutes of each meetings of EVAD, answer all correspondences in accordance with instructions given by the members, or the president. The secretary shall instructs and verify all financial motions and transactions relating to the treasurer. She/he shall issue proper notice of all meetings at least 2 weeks prior to board meetings. She/he shall conduct correspondence reports with copies given to all Executive Board within 30 days after each meeting. She/he shall keep a register of members and affiliations. The secretary shall keep a copy of Bylaws with a record of all amendments and changes. She/he shall be responsible in informing all members of a motion that has been carried out within 60 days. She/he shall be responsible for all communication to be distributed to its members and see that they are delivered in a timely manner. The secretary shall receive all reports from Executive Board and Board of Coordinators at least 7 days prior to any meeting.
Section V- Treasurer
The Treasurer shall be responsible for the financial operations of the funds and records; receive and disburse funds in an appropriate manner; and submit and carry out to EVAD trustees, upon request, all documents pertaining to her/his duty. She/he shall assist in assuring that all legal financial aspects of events hosted by EVAD and its sub-organizations are protected. She/he shall be responsible of maintaining the financial records of membership fees and affiliation fees. She/he shall be responsible in submitting the financial report in every board meeting. She/he shall keep an account of all receipts, deposit, all monies in a bank designated by the Board of Coordinators. She/he shall issue a year-end fiscal report (Fiscal Year: Jan - Dec).
Duties and Powers of Board of Coordinators
Section I - Social Coordinator
The Social Director shall:
- Work with host of 3rd Saturday of each month social night and family day alternate to ensure that host has cash box, raffle, and admission tickets in box provided by EVAD.
- Provide the copies of flyers to be placed on admission table at each social event.
- Coordinate with Host to ensure that expense report has been filled out and sent to EVAD treasurer for the collections of monetary after each social event.
- Assist planning and coordinating any events co-sponsored by outside organizations when necessary.
- Promote all events in EVAD website and other websites.
Section II - Community Service Coordinator
The Community Service Coordinator shall:
- Coordinating any community service event(s) to promote the recognition and charitable efforts of EVAD.
- Collect food drives, clothes, toys etc. to the specific charitable organizations.
- Promote all events in EVAD website and other websites.
Section III - Fundraising Coordinator
The Fundraising Coordinator shall:
- Coordinate all fundraising activities for EVAD.
- Collect funds/gift certificates, hand over the funds to the Treasurer, and write a financial report at the end of a fundraising activity.
- Assist Chairpersons in needed for funding purposes such as picnics, social events, car wash, tournaments, etc.
- Send all donation letters to corporations and when receiving letters of donations and gifts shall be carry out to the Treasurer and Secretary of EVAD.
- Do raffle prizes during the event.
- Send thank you letters to companies that had donated to EVAD.
- Promote all events in EVAD website and other websites.
Section IV- Recreation Coordinator
The Recreation Coordinator shall:
- Coordinate all recreation and sport activities.
- Make proposals approved by EVAD board.
- Promote all activities in EVAD website and other websites.
Section V- Historian Coordinator
The Historian Coordinator shall:
- Take pictures and preserve the history of EVAD, and as well as community/major related activities.
- Create and record a book of monthly activities per calendar year.
- Place a history book on all events' booth.
ARTICLE VI - COMMITTEE
Section I
The good standing committee shall be led by Board of Coordinators.
Section II
The committee shall be responsible to plan, organize, and coordinate the events.
ARTICLE VII - MEETINGS
Section I
The President shall preside all meeting held by EVAD. If the President is absence, the Vice President shall preside the meeting.
Section II
The President at all general meetings held by EVAD shall select a Sergeant-At-Arms.
Section III
Everyone must oversee themselves in a professional manner during all meetings held by EVAD. Everyone at the meeting must obey the request of the President and/or Sergeant-At-Arms. Failure to comply with the professional manner will result as asked by the EVAD Board to leave the meeting.
Section IV
At an EVAD Board meeting, majority of the Board except the President shall constitute a quorum. At the EVAD general meeting, majority of present members shall constitute a quorum.
Section V
The Vice President, Secretary, Treasurer, Board of Coordinators and active EVAD members in attendance shall have the voting privileges on all legislative issues.
Section VI
The President shall have the right to vote based on a tiebreaker in voting procedures.
Section VII
Any board member absenting herself/himself from three (3) meetings in a year without advance notice to the Board shall have his/her office declared vacant and the President shall proceed to elect a successor as outlined in the Constitution.
Section VIII
Absences must be stated of reasonable conflict.
Section IX
The Board member shall have their report to within 3 days prior to meeting.
Section X
The Board meeting shall be held every other month. The general meeting may be called by EVAD board at least one month advance.
Section XI
All electronic motions shall be stated by secretary on the following board meeting.
Section XII
The Secretary shall record the regular meeting minutes.
Section XIII
An emergency meeting may be called by President or one-third (1/3) of the Board members within a week.
Section XIV
A special meeting may be called by order of the President or one-third (1/3) of the Board members.
ARTICLE VIII - ELECTION PROCEDURES
Section I
The Board will appoint an Election Committee chairperson by a majority of votes cast by members present and voting, two (2) months prior to the date of the election.
Section II
The general elections shall be held in the month of October following the two (2) year term, date to be announced by the Executive Board.
Section III
The nominating period of time shall open 2 months prior to the elections and close on the day of the elections. The Voting Ballot shall consist of elected name. The Election committee shall supervise the elections, count the votes, and announce the results. The results shall be carrying out to the President.
ARTICLE IX - IMPEACHMENT OF EXECUTIVE BOARD MEMBER(S)
Section I
The reasons of impeachment of any Executive Board Member(s) shall be submitted in writing by at least three Executive Board members. This matter shall be discussed and then automatically ruled to the following EVAD Board Meeting for impeachment purposes.
Section II
A Special Order meeting called for that purpose, the Executive Board and Board of Coordinators shall present at its charge.
Section III
After the discussion, the Executive Board Member to be impeached by a resolution shall be supporting of (2/3) majority vote.
Section IV
The President shall have the right to vote based on a tiebreaker in voting procedures.
ARTICLE X - PROCEDURE OF FILLING VACANCIES
Section I
The following orders of filling vacancies shall be:
- The Vice-President shall become President when President's position is vacant.
- One of the Executive Board Members shall be appointed by the President and Vice President.
- President selects a one year member in good standing with approval of the EVAD Board to fill the vacant of Secretary and Treasurer.
- President selects a member in good standing with approval of the EVAD Board to fill the Board of Coordinators.
ARTICLE XI - FINANCIAL STRUCTURE
Section I
There will be a charge of $25 for any check returned for NSF with a $9 fine. EVAD will only accept money order or certified check from members and non-members.
Section II
For any withdrawal from any accounts, majority vote must be approved by the Board.
Section III
All expenditures and payments shall require a receipt that must submit in Treasurer's file.
Section IV
Two auditors are appointed by President and approved by EVAD board except Treasurer.
Once a year prior to the end of fiscal year, auditors shall be audited on all financial documents.
Section V
The Fiscal Year of the corporation shall be from January 1st to December 31st
ARTICLE XII - PUBLICATION PARTICIPATION AND PROCEDURES
Section I
EVAD officers' or members' name/address and email addresses shall be strictly confidential and not given out any pertinent information without permission.
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