New Jersey Voluntary Organizations Active in Disaster

Program
Bylaws

Mission
NJVOAD's mission is to bring together New Jersey organizations active in disaster relief, and to foster, through cooperation in mitigation and response, a more effective service to people affected by disaster.

It does this through the following priorities:

• COOPERATION - to create a climate for cooperation at all levels (including grass roots) and to provide information
  
  
• COORDINATION - to coordinate policy among member organizations and to serve as a liaison, advocate, and state voice
  
  
• COMMUNICATIONS - to disseminate information through newsletters, directories, research, and demonstration, case studies and critique
  
  
• EDUCATION - to provide training and to increase awareness and preparedness in each organization
  
  
• MITIGATION - to support the efforts of federal, state, county, and local agencies and governments and to support appropriate legislation
  
  
• CONVENING MECHANISMS - to sponsor seminars, meetings, training programs and local conferences
  
  
• OUTREACH - to encourage the formation of, and give guidance to, County Voluntary Organizations Active in Disaster

Program
To carry out its mission, NJVOAD has assumed responsibility to be conveyer on a year-round basis of voluntary organizations committed to working together in disasters.

NJVOAD is not intended to be a competing agency but an umbrella organization of existing agencies. Each member organization maintains its own identity and independence yet works closely with other agencies to improve service and eliminate unnecessary duplication.

1. Holding quarterly membership meetings
2. Holding special state meetings as needed
3. Participating in the National VOAD annual State VOAD Leadership Conference
4. Encouraging the formation of County VOADs
5. Establishing a directory to facilitate the communications network among organizations active in disaster
6. Representing disaster-related concerns to the state government
7. Maintaining a relationship with FEMA and the State OEM
8. Supporting and facilitating training of voluntary organizations active in disaster
9. Making arrangements that foster cooperation and coordination among member organizations at the time of a disaster
10. Participating on the federal (when needed), state, county, and local levels in planning and implementation of disaster preparedness and relief efforts

NJVOAD has no role in providing direct services to victims of disaster. All such services are provided by and under the auspices of its member organizations.

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Bylaws

Article I: Membership

1. Principles
   
   1. Statewide - organizations statewide in scope and purpose
      
      
   2. Voluntary - organizations with voluntary memberships and constituencies and not-for-profit structure; that is, those
      qualified under IRS regulation 501(c)(3)
      
      
   3. Active in Disaster - organizations with a disaster response program and policy for commitment of resources (i.e. personnel, funds, and equipment) to meet the needs of people affected by disaster, without discrimination as to race, creed, gender, or age\
      
   
   
2. Conditions
   
   1. Meet the requirements in the above principles of membership, agree with the purpose of NJVOAD, and encourage members to participate in VOAD activities at all levels
      
      
   2. Have organizational representation at all NJVOAD meetings
      
   
   
3. Applications
   New organizations or organizations requesting renewal of membership will apply through the following process:
   
   
   1. The organization will complete a membership application.
      
      
   2. The organization will attach a brief summary of the organization's program and policies for disaster service.
      
      
   3. The Executive Committee, upon review of the above materials, will make a recommendation on membership at the next NJVOAD meeting
      
   
   
4. Termination
   Membership in NJVOAD may be terminated by:
   
   1. The voluntary withdrawal of the organization by submission of a letter of separation; or
      
      
   2. Failure to meet the conditions of membership for two consecutive years
      
      

To ensure the ongoing involvement of all members --



1. Following the first calendar NJVOAD meeting, the Executive Committee will notify any organization that during the past year has not met the conditions for membership, reminding them that
   if the conditions remain unmet during the coming year, their membership will be terminated;
   
   
2. If there is no communication from the nonparticipating member organization for one full year, a representative of the Executive Committee will make personal contact with the organization, alerting them that they face loss of membership;
   
   
3. If the conditions are not met for the second consecutive year,
   the organization will be notified in writing that its membership has been terminated.
5. Associate Membership
   Associate (nonvoting) membership status in intended for Chartered County VOADs and voluntary organizations active in disaster service without statewide representatives. Candidates for associate membership will be admitted upon recommendation of the Executive Committee and approval of the general membership.
   
   

6. Affiliate Membership
   Affiliate (nonvoting) membership status is intended for non-VOAD organizations - generally governmental agencies and other organizations with disaster planning and operations responsibilities or capabilities - that do not meet the requirements for full membership. Candidates for affiliate membership will be admitted upon the recommendation of the Executive Committee and the approval of the general membership.
   

Article II: Structure

1. Leadership
   
   1. Chairperson (may serve two consecutive one-year terms)
      Function: presides at meetings; acts as spokesperson and representative; delegates tasks, convenes meetings, and provides focus and leadership
      
   2. Vice Chairperson - will be a representative from the Governor's Office on Volunteerism
      Function: to give some permanence to the Executive Committee and act as contact with the State OEM
      
   3. Secretary-Treasurer (may serve two consecutive one-year terms)
      Function: acts on behalf of the Chairperson in his or her absence and maintains organizational records, correspondence, and financial accounts, if any
      
   4. Executive Committee - will be elected annually by the membership (a representative from the Governor's Office of Volunteerism and from the State OEM will have a nonvoting position on the Executive Committee)
      Function: confirms policy and overall direction for NJVOAD
      
   
   
2. Membership
   
   1. The membership is composed of one (1) designated voting representative from each member organization. However, broader participation is encouraged and welcomed at all NJVOAD meetings.
   2. The membership will meet at least four times a year at the call of the Chairperson, the Executive Committee, or two-thirds of the membership. Meetings will be held once every three months unless prevented by a disaster or other emergency.

       

   3. Each organization shall have one vote but may have an unlimited number of representatives at each meeting.
      
   
   

3. Executive Committee
   
   1. The Executive Committee acts on behalf of the general membership. The Committee consists of six (6) persons elected from the general membership and by the membership; one-third of the Committee is elected annually. The Executive Committee shall have the power to fill vacancies that may occur between elections.

       

   2. The Executive Committee elects a Chairperson and Secretary to serve itself and NJVOAD. A representative from the Governor's Office on Volunteerism will serve as Vice Chair. The Executive Committee may appoint an executive secretary to keep and maintain minutes and maintain organizational records on behalf of the secretary.

       

   3. Executive Committee meetings are open to all member organizations.
   
   

4. Staff Services
   Member organizations from the outset have generously and voluntarily provided support services and resources. This practice has enabled the organizations to function without assessment of dues or membership fees. Member organizations may voluntary to provide support services for a year or another set amount of time and can be rotated from organization to organization. Contributions of those services and resources are sincerely appreciated and warmly encouraged.

5. New Jersey State V.O.A.D. Adoption
   The Membership unanimously approved the above at its meeting on May 18, 1995.

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