CENTRAL INDIANA ASSOCIATION OF VOLUNTEER ADMINISTRATION
BY-LAWS – Updated August 2024
BY-LAWS – Updated August 2024
Article I - Name
The name of the organization shall be the Central Indiana Association of Volunteer Administration (CIAVA).
Article II - Purpose
The purpose of the Association shall advance the practice of Volunteer Management by:
Article III - Membership
Section 1. Eligibility
Article IV - Dues
Section 1. Establishment of Dues
Section 2. Dues Year
Section 3. Termination for Nonpayment of Dues
Section 4. Refunds
Article V - Board of Directors
Section 1. Composition
Section 2. Authority
Section 3. Manner of Election and Term of Directors
Section 4. Meetings
Section 5. Voting
Section 6. Quorum
Section 7. Board Attendance
Section 8. Vacancies
Article VI - Officers and Duties
Section 1. Officers
Section 2. Duties
Section 3. Vacancies and Removal
Article VII. Committees
All committees may be appointed by the President, with the concurrence of the Board of Directors, to complete the work of the Association.
Article VIII - Meetings
Section 1. Monthly Membership Meetings
Section 2. Special Meetings
Article IX - Finance
Section 1. Fiscal Period
Section 2. Budget
Section 3. Financial Review
Article X - Indemnification
To the full extent authorized by law and permitted by the Association’s resources, the Association shall indemnify for any financial loss, including the cost of any defense arising out of a claim predicated upon the conduct of their official duties, all Officers, members of the Board of Directors, committee chairs and members, and employees of the Association made a party in a civil or criminal action proceeding by reason of one of the aforementioned positions. The Association shall have the option of purchasing insurance to protect or securing counsel to represent each of the aforementioned persons to satisfy its obligation hereunder.
Article XI - Amendments
Article XII – Association Dissolution
Upon the dissolution of this corporation, its assets remaining after payment, or provision for payment, of all debts and liabilities shall be distributed for one or more exempt purposes within the meaning of Section 501(c) 3 of the Internal Revenue Code or shall be distributed to the federal government, or to a state or local government, for a public purpose. Such distribution shall be made in accordance with all applicable provisions of the laws of this state.
The name of the organization shall be the Central Indiana Association of Volunteer Administration (CIAVA).
Article II - Purpose
The purpose of the Association shall advance the practice of Volunteer Management by:
- Promoting the exchange of information
- Encouraging the growth and development of members
- Exploring new issues and trends in volunteerism and volunteer management
Article III - Membership
Section 1. Eligibility
- Individuals eligible for membership shall be those persons who are active or who demonstrate an interest in the field of volunteer administration.
- Applicants shall be required to submit an application for membership in the form prescribed by the Board of Directors. All applicants accepted for membership in the Association shall be deemed to have accepted and agreed to abide by these Bylaws, the Articles of Incorporation, and any other additional terms and conditions of membership as established by the Board of Directors from time to time, including without limitation, all ethical standards and codes of conduct adopted by the Board of Directors. All decisions of the Board of Directors regarding the eligibility criteria and qualifications for membership in the Association shall require a two-thirds vote of all of the members of the Board of Directors.
- Each member of the Association shall have one (1) vote in the election of officers and for other matters presented to the membership for vote.
- Proxy votes shall not be permitted.
- The majority of votes cast rules.
Article IV - Dues
Section 1. Establishment of Dues
- The amount of annual dues shall be determined by the Board of Directors.
Section 2. Dues Year
- Membership dues shall be paid one (1) year in advance and become payable each year on or before July 1 for the membership year from July 1 through June 30.
Section 3. Termination for Nonpayment of Dues
- Any member of the Association who is delinquent in dues for thirty (30) days shall be notified of such delinquency and suspended from further services.
Section 4. Refunds
- All dues shall be non-refundable.
Article V - Board of Directors
Section 1. Composition
- The Association shall have a Board of Directors of not less than five (5) nor more than ten (10) Directors who are all members in good standing of the Association.
Section 2. Authority
- The government and management of this Association shall be vested in the Board of Directors. Board duties shall include, but not be limited to, the establishment of policy for the Association.
Section 3. Manner of Election and Term of Directors
- Directors shall be elected by the membership to serve a two (2) year term which begins at the start of the next membership year.
- Elections may be held electronically or at the Annual Membership Meeting at the discretion of the Board. The Membership is to be notified about the slate for Director positions and the format, time, and/or place of the election at least thirty (30) days in advance.
- The elections shall be completed no less than fifteen (15) days before the beginning of the new Board term.
- A member may serve on the Board of Directors for a maximum of six (6) consecutive years.
Section 4. Meetings
- Regular meetings of the Board of Directors shall be held monthly. Additional meetings may be called by the President. At least a fourteen (14) day notice shall be given for all meetings of the Board of Directors.
Section 5. Voting
- Voting rights of a Director shall not be delegated to another nor exercised by proxy.
Section 6. Quorum
- A majority of the entire Board of Directors shall constitute a quorum at any meeting of the Board of Directors.
Section 7. Board Attendance
- Board Members are expected to attend 75% of the Association Meetings and 75% of the Board of Director Meetings. Any Director who misses more than 25% of either meeting within a twelve (12) month period shall be dismissed from the Board and notified thereof; provided that the Board of Directors may waive this provision by a majority vote of the votes cast at a duly constituted meeting.
Section 8. Vacancies
- Any vacancy in the Board of Directors shall be filled by the selection of a new Director by a majority vote of the remaining members of the Board of Directors (even if less than a quorum). The term of a Director selected to fill a vacancy shall expire at the end of the term for which such Director's predecessor was elected. Any appointments will not be counted in regard to term limits.
Article VI - Officers and Duties
Section 1. Officers
- Positions. The officers of the Association shall be the President, Vice President, Secretary, and Treasurer.
- Election. The Officers shall be elected by a majority vote of the Board of Directors at the first meeting following the completion of the election of Directors. All Officers must be elected members of the Board of Directors during the term in which they are serving.
- Terms. The term for all Officers shall be one (1) year. The President and Vice President may not serve more than two (2) consecutive terms.
Section 2. Duties
- The duties of the officers shall be such as their titles by general usage would indicate or as the Board of Directors from time to time may prescribe.
Section 3. Vacancies and Removal
- A vacancy in any office shall be filled for the balance of the term thereof by the Board of Directors at any regular or special meeting of the Board. The Board of Directors, at its discretion, by a two-thirds vote of all of its members, may remove any officer from office.
Article VII. Committees
All committees may be appointed by the President, with the concurrence of the Board of Directors, to complete the work of the Association.
Article VIII - Meetings
Section 1. Monthly Membership Meetings
- The Board of Directors shall schedule a minimum of ten (10) monthly membership meetings, including an Annual Membership Meeting.
Section 2. Special Meetings
- Special meetings may be called by the President with at least ten (10) days written notice.
Article IX - Finance
Section 1. Fiscal Period
- The fiscal period of the Association shall be July 1 through June 30 of each year.
Section 2. Budget
- In advance of the fiscal period, the Board of Directors shall adopt an annual operating budget covering the Association's activities. The Treasurer shall furnish the membership with a financial report for the year just completed at the annual meeting and at such other times as the Board may direct.
Section 3. Financial Review
- The Board of Directors shall appoint three members of the Association as a Committee on Finance, whose duty it shall be to examine the books and accounts of the Treasurer and all bills and claims against the Association, and no allowance shall be made until such examination, except by unanimous consent of the Board of Director.
Article X - Indemnification
To the full extent authorized by law and permitted by the Association’s resources, the Association shall indemnify for any financial loss, including the cost of any defense arising out of a claim predicated upon the conduct of their official duties, all Officers, members of the Board of Directors, committee chairs and members, and employees of the Association made a party in a civil or criminal action proceeding by reason of one of the aforementioned positions. The Association shall have the option of purchasing insurance to protect or securing counsel to represent each of the aforementioned persons to satisfy its obligation hereunder.
Article XI - Amendments
- Upon recommendation of the Board of Directors, these by-laws may be amended by a plurality vote of the members present at a regular or called meeting of the Association. Notice of proposed amendments shall be sent to all members not less than thirty (30) days prior to the meeting.
- Amendments to these by-laws become effective upon the approval of the members by their votes or on a date specified in the proposed amendments.
Article XII – Association Dissolution
Upon the dissolution of this corporation, its assets remaining after payment, or provision for payment, of all debts and liabilities shall be distributed for one or more exempt purposes within the meaning of Section 501(c) 3 of the Internal Revenue Code or shall be distributed to the federal government, or to a state or local government, for a public purpose. Such distribution shall be made in accordance with all applicable provisions of the laws of this state.
POLICIES AND PROCEDURES
CIAVA E-mail Usage Statement
The Central Indiana Association of Volunteer Administration (CIAVA) requests your e-mail addresses for the sole purpose of informing you, as a member, of official CIAVA business. This business includes meeting notices, job postings, volunteer management questions and other items as the CIAVA Board sees fit.
In addition, the CIAVA member e-mail addresses are posted on the CIAVA website members’ page for the sole purpose of connecting with another CIAVA member to ask questions or advice related to the volunteer administration profession. We discourage anyone from using the addresses to promote individual organization(s) function(s) as that takes away from the purpose of the organization. As stated above, this information may be forwarded to the current CIAVA President for consideration to communicate with the membership.
CIAVA also maintains the ciava.org website as a means of promotion of the organization, and to allow members to have ready access to resources, tools, and education materials. Members will have access to a password-protected section of the website where they will be given access to materials reserved for members only.
This information is meant as a means of communication for the entire membership base and not for any organization(s) to disseminate information. If the information does have a place to assist the membership of CIAVA then it can be sent out but not unless first approved and will be sent out only at the discretion of the current CIAVA President.
Any infraction of the above policy will be discussed on an individual basis. Further enhancements to this document may need to be made as situations present themselves.
CIAVA E-mail Usage Statement
The Central Indiana Association of Volunteer Administration (CIAVA) requests your e-mail addresses for the sole purpose of informing you, as a member, of official CIAVA business. This business includes meeting notices, job postings, volunteer management questions and other items as the CIAVA Board sees fit.
In addition, the CIAVA member e-mail addresses are posted on the CIAVA website members’ page for the sole purpose of connecting with another CIAVA member to ask questions or advice related to the volunteer administration profession. We discourage anyone from using the addresses to promote individual organization(s) function(s) as that takes away from the purpose of the organization. As stated above, this information may be forwarded to the current CIAVA President for consideration to communicate with the membership.
CIAVA also maintains the ciava.org website as a means of promotion of the organization, and to allow members to have ready access to resources, tools, and education materials. Members will have access to a password-protected section of the website where they will be given access to materials reserved for members only.
This information is meant as a means of communication for the entire membership base and not for any organization(s) to disseminate information. If the information does have a place to assist the membership of CIAVA then it can be sent out but not unless first approved and will be sent out only at the discretion of the current CIAVA President.
Any infraction of the above policy will be discussed on an individual basis. Further enhancements to this document may need to be made as situations present themselves.