BYLAWS OF

TEXAS PANHANDLE

VOLUNTARY ORGANIZATIONS ACTIVE IN DISASTER

1. Mission Statement

Texas Panhandle VOAD is committed to strengthening our community resiliency and preparing local organizations to effectively respond and recover from a disaster.

1. Value Statement
   • We value and promote a culture of preparedness.
   • We respect the human dignity of every person and deliver services without discrimination or bias.
   • We are committed to mutual, cooperative, and collaborative actions before, during and after a disaster to meet the needs of our community.
   • We are committed to contributing our organization’s resources, time and energy to the response and long-term recovery processes in our community.
   • We are committed to constant self-evaluation and quality improvement of the VOAD activities.

1. Purposes of the VOAD
   • Public Education & Outreach
   • Disaster Response & Recovery
   • Mass Care, Health & Wellness
   • Volunteer & Donations Management
   • Emotional, Mental & Spiritual well-being.
   • Coordinate local planning, training, education, and exercises.

1. Memberships
   • Membership is open to government, volunteer, and community organizations in the top twenty-six counties that have an active role and resources to commit to the preparation, response, or recovery of a disaster.
   • Members committed to uphold the Value Statement of the Texas Panhandle VOAD
   • Organizations many nominate one primary representative and one alternate representative. The alternate may act in the place of an absent primary representative.
   • Proposed new members are recognized by simple majority vote.
   • Members must attend at least ¾ of the previous year’s VOAD meeting to maintain good-standing membership status.
   • Ex-Officio members may be accepted by majority vote and are not required to be a member of any specific organization nor have any voting rights.

1. Officers
   • Chair: The Chair serves to preside over meetings, functions as spokesperson, represents the VOAD, delegates task, calls meetings and provides leadership to VOAD activities. The Chair serves for a term of one (1) year.
   • Vice Chair: The Vice Chair will act on behalf of the Chair in all necessary functions when the Chair is absent or at the request of the Chair. The Vice Chair will succeed the Chair following the end of the Chair’s term. The Vice Chair is nominated by the Membership and elected by a simple majority. The Vice Chair serves for a term of one (1) year.
   • Secretary: The Secretary will maintain all records, make notifications, keep, and distribute minutes, notes, and other materials necessary for the VOAD. A secretary is elected to a term of one (1) year with no specific term limits.
   • Panhandle Regional Planning Commission Regional Government Services Liaison: The Panhandle Regional Planning Commission Regional Emergency Management Planner, or a designee from the Panhandle Regional Planning Commission Regional Government Services Department, will act as an official Liaison to the VOAD and coordinate all VOAD activities to ensure they can adequately meet the need of the Local Emergency Management Plans. This is a permanent position and determined by the Panhandle Regional Planning Commission Regional Government Services Liaison as directed by the Regional Government Services Director. This position is an Ex-officio position and has no voting rights.
   • 2-1-1 Liaison: The 2-1-1 Emergency Management Coordinator, or a designee from 2-1-1 Texas Panhandle United Way Helpline, will act as an official Liaison to, and coordinate with, the VOAD to ensure an effective partnership and involvement of 2-1-1 Local Information & Referral. This is a permanent position and determined by the Director of 2-1-1 Texas Panhandle United Way Helpline. This position is an Ex-officio position and has no voting rights.
   • Terms for each Officer will begin and end on January 1 of each year.

1. Meetings
   • VOAD meetings are open to the public.
   • Meetings will follow Roberts’ Rules of Order unless otherwise stipulated by these Bylaws.
   • In addition to VOAD business, meetings will feature some aspects of training, education, or exercise.
   • Any discussion of specific case management by the VOAD will be kept confidential to protect the privacy and confidentiality of disaster victims and their families.

1. Committees
   • The VOAD may create Committees as needed to meet specific issues as they arise.
   • Standing Committees include
     1. Steering Committee: Chair, Vice Chair, Secretary, Panhandle Regional Planning Commission Regional Government Services Liaison & 2-1-1 Liaison
     1. Education Committee: Chaired by a VOAD member, and membership is voluntary among VOAD organizations and other invited participants from the Community.
     1. Case Management Committee: Focused on planning, preparing for, and completing all case management during disaster recovery operations. The committee is chaired by a member of the VOAD.

1. Voting
   1. Voting Rights of members
      1. One vote per organization.
      1. Only members in good standing may vote.
      1. Members must be present to vote.
      1. Ex-Officio members have no voting rights.

1. Amendments
   1. Amendments to these bylaws may be made with a two-thirds majority vote of those present. Amendments must be moved and seconded at a properly noticed business or special meetings for final ratification at a subsequent meeting.