duties/terms of reference
of KAAAV's executive officers
Revised June of: 1990, 1996; 2004, 2005, 2006, 2007 , 2008
CONSTITUTION AND BY-LAWS
OF
Kingston and Area Association of Administrators of Volunteers
Article I. Name , Mission, Vision Statement, Core Values and Purpose
Section 1.01 Name
Kingston and Area Association of Administrators of Volunteers (K.A.A.A.V.)
Section 1.01 Mission
KAAAV is a non-profit multi-disciplinary membership association of volunteer
managers who meet regularly to network and access professional development.
Section 1.02 Vision Statement
To ensure that leaders of volunteers are recognized and valued as essential
professionals in our community.
Section 1.03 Core Values
We are a winning team of talented people, who benefit from shared resources.
Our members are motivated and rewarded as they contribute to the Association
and to increasing long-term value for KAAAV.
We are fully committed to achieving success.
We strive to earn enduring credibility with others, which we believe is essential
to long-term professional and business relationships.
We respect all of our members and strive to insure that opportunity for
knowledge, participation and advancement is available.
Article II. Purpose
Section 2.01 To promote Volunteer Administration as a profession.
Section 2.02 To encourage and promote the recognition support and effective utilization
of volunteer skills and services.
Section 2.03 To enhance the role and dignity of the volunteer.
Section 2.04 To encourage and co-operate with colleges, universities, local community
volunteer centre, and other voluntary organizations in providing learning
opportunities for volunteer administrators.
Section 2.05 To provide members with opportunities to share and exchange knowledge
and experience locally, provincially and nationally, in the creative use of
volunteer services.
Section 2.06 To co-operate in research and assist in disseminating information on
Volunteerism.
Article III. Membership
Section 3.01 MEMBERS
(a) Membership shall be on an individual basis and shall be available to all
persons actively involved in administration and/or co-ordination of volunteers
(b) Within an organization, in the event of staff changes, K.A.A.A.V. membership
may be transferred to another individual responsible for volunteer administration
in that organization.
(c) A person shall be an active member of K.A.A.A.V. for the membership year in
which payment is made to the Treasurer of K.A.A.A.V.
(d) Upon payment of the annual dues, a member shall be considered to be a
member in good standing and shall be entitled to all rights and privileges of
the Association, without restriction.
Section 3.02 DUES
(a) Members of K.A.A.A.V. shall be required to pay to the Treasurer annual dues
set by the members at the Annual General Meeting.
(b) Fees are due at the AGM each year. Members whose dues are in arrears as of
September 30th each year shall lose all membership privileges until dues are
paid in full.
(c) If more that one person is employed by the same agency, a reduced fee will
apply to each additional member.
(d) Up to 50% of the annual membership dues collected are applied to the Bursary
Fund. This percentage is to be set and re-addressed at the Annual General
Meeting.
Section 3.03 MEMBERSHIP YEAR
It shall be June 1 to May 31.
Section 3.04 FISCAL YEAR
It shall be June 1 to May 31.
Article IV. Meeting Procedures
Section 4.01 ANNUAL GENERAL MEETING OF K.A.A.A.V.
(a) Date for the Annual General Meeting
The AGM shall be held in June of each year at a location determined by the
members of K.A.A.A.V.
(b) Notice of Annual General Meeting
Written notice of the annual meeting and proposed agenda shall be given to
each member at the last address of such member as shown on the records of
K.A.A.A.V. at least fourteen (14) days in advance of the meeting.
(c) Quorum
A quorum shall be four (4) Executive Committee members.
(d) Business Transacted at the Annual Meeting of K.A.A.A.V. shall include:
(i) The reading and acceptance of the Annual Report, including individual reports
from the executive.
(ii) The reading and acceptance of the Financial Statement.
(iii) A report of any unfinished business from the year.
(iv) Nominations and elections of the elected members of the executive.
(e) Nominations and Elections
(i) The Vice President will present the slate of nominees to the membership
at the annual meeting. Each executive officer shall be elected for a term as
stated below and shall be eligible for re-election to serve successive terms.
President – Two year term
Vice President – One year term
Treasurer –Two year term
Secretary – One year term
Education Committee Chair(s) - One year term
Special Events Committee(s) - One year term
Bursary Selection Committee Chair – One year term
Web-Site Coordinator - One year term
(ii) Additional nominations will be accepted from the floor.
(iii) An eligible voter is one who is an existing member in good standing as of the
date of the Annual General Meeting.
(iv) Newly elected Executive members shall be formally installed at the annual
meeting and shall assume the duties of their office following their election.
(v) Executive positions which become vacant between Annual General Meetings
may be filled by holding an election for the vacant position at a regular meeting.
The term of office for such Executive Members shall be the remaining time
until the next Annual General Meeting.
(f) AGM Minutes
(i) The minutes of the AGM shall be kept.
(ii) Distribution to the membership and posting of the minutes on the K.A.A.A.V.
website (or current appropriate technological means) shall occur no later
than the third Monday in August following the AGM.
(iii) The reading and acceptance of the AGM minutes shall be conducted
at the first General Meeting in September.
(g) Questions Arising and Voting Procedures
(i) Questions arising at the annual meeting of members shall be decided
on by a majority of votes excluding that of the Chairperson.
(ii) Voting shall be taken in the usual way by assent or dissent unless any
member present requests a vote by ballot.
(iii) In the case of a tie, the Chairperson of the meeting shall cast the
deciding vote.
(h) The AGM is considered open, except when the membership votes to close
the meeting to members only.
Section 4.02 GENERAL MEETINGS
(a) General meetings shall be held once a month from September to June.
Meetings during July and August will be at the discretion of the Executive.
(b) General meetings are considered open, unless the membership votes to
close the meeting to members only (i.e., current membership paid).
(c) Members will be given minutes of the last meeting at least one week in
advance of any scheduled meeting.
(d) A Quorum is 3 executive members .
(e) Minutes shall be kept of general meetings.
(f) Questions arising at a general meeting of K.A.A.A.V.
(i) Shall be decided on by a majority of votes excluding that of the Chairperson.
(ii) Voting shall be taken in the usual way of assent or dissent unless any
member present requests a vote by ballot.
(iii) In the case of a tie vote, the Chairperson of the meeting shall cast the
deciding vote.
Section 4.03 EXECUTIVE COMMITTEE MEETINGS
(a) Meetings of the Executive shall occur at the discretion of the Executive.
(b) The Executive shall be responsible for the appointment of K.A.A.A.V.
members to fill vacant positions as they arise, between Annual General
Meetings.
(c) All Executive members will be given notice of time and place of Executive
Meeetings. A meeting of the Executive may be held without notice
immediately following an Annual General Meeting.
(d) Meetings of the Executive are open unless the Executive votes to close the
meeting. Non members may speak only upon invitation by the Chairperson.
(e) A Quorum is (four) 4 members of the Executive.
(f) Minutes shall be kept of Executive Meetings.
(g) The Executive shall have the powers to perform such management and other
duties as required to meet the purpose of K.A.A.A.V. as authorized in Article II.
(h) Voting Procedures
(i) Questions arising at the Executive Meeting of K.A.A.A.V. shall be decided
on by a majority of votes excluding that of the Chairperson.
(ii) Voting shall be taken in the usual way of assent or dissent unless any
member present requests a vote by ballot.
(iii) In the case of a tie vote, the Chairperson of the meeting shall cast a
deciding vote.
(iv) Only Executive members may vote at Executive Meetings.
Article V. Duties of the Executive
Section 5.01 EXECUTIVE OFFICERS
The Executive Officers shall be: President, Vice President, Treasurer,
Secretary, Education Committee Chair, Special Events Committee Chair
(or Co-Chairs), Web-Site Coordinator and K.A.A.A.V. Bursary Selection
Committee Chair.
Section 5.02 SIGNING OFFICERS
On behalf of K.A.A.A.V., cheques shall be signed by the Treasurer and
any one of the following: President, Vice President, and Secretary.
Section 5.03 EXECUTIVE OFFICERS TERMS OF REFERENCE
(a) Terms of Reference for each Executive Officer can be found in the
following Appendices:
Appendix i. President
Appendix ii. Vice President
Appendix iii. Treasurer
Appendix iv. Secretary
Appendix v. Education Committee Chair
Appendix vi. Special Events Committee Chair (or co-Chairs)
Appendix vii. Bursary Selection Committee Chair
Appendix viii. Web-Site Coordinator
Section 5.04 RECORD KEEPING
(a) Each executive member shall document events organized to include
procedures, difficulties incurred, degree of success, and financial standing.
(b) These documents shall be forwarded to the new executive member in
charge of each respective portfolio.
Article VI. Committees
Section 6.01 The following standing committees shall be established to facilitate the
achievement of the purposes of the Association:
(a) Executive Committee
(b) Education Committee
(c) Special Events Committee
(d) K.A.A.A.V. Bursary Selection Committee
Article VII. Affiliations and Partnerships
Section 7.01 K.A.A.A.V. shall have a working partnership/relationship with the local
Community Volunteer Centre – Volunteer and Information Kingston when
appropriate to further its purposes as outlined in Article II.
(a) A representative from the CVC-Volunteer and Information Kingston (who is
a member of the regular staff) sits on the K.A.A.A.V. Executive Committee .
(b) The CVC-Volunteer and Information Kingston representative may sit on any
standing committe (with Education and Special Events committees
recommended) .
Section 7.02
(a) KAAAV will support PAVR-O AVA Affiliation Membership by becoming a paid
member on a yearly basis and fostering this partnership by supporting a
KAAAV representative who is a member in good standing to attend yearly
AVA meetings.
Article VIII. Amendments to Constitution and By-Laws
Section 8.01 The Constitution and By-Laws shall become effective upon adoption and
shall not be amended, altered or repealed except under the following
conditions:
(a) Proposed amendments shall be sent to all members at least 14 days in
advance of the Annual General Meeting or special meeting called for
this purpose.
(b) Any change, adopted by the majority vote of the members present shall
become effective immediately, unless otherwise stipulated in the proposed
change.
Article IX. Rules of Order
"Procedures for Meetings and Organizations", by Kerr and King shall govern
the Association in points not provided for in the Constitution and By-Laws.
Article X. Dissolution
In the event of dissolution those monies accrued shall be awarded to a
charitable cause(s) decided by the majority vote of the membership.
Who We Are ~ Members ~ Why Join ~ How to Join
Attend a Meeting ~ Next Meeting ~ Meeting Schedule
AGM ~ Leadership Conference ~ Bursary
Education Committee ~ Events Committee ~ Bursary Committee
Strategic Planning Committee
Ad-Hoc Committee for Recruitment & Retention
Constitution & Bylaws ~ Links ~ Contact Us
Skills Bank & Mentoring Exchange
2010 brochure
Volunteer Week 2010
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