The name of the organization shall be the Indiana Society of Directors of Volunteer Services of the Indiana Hospital Association.

Article II – Purpose

The purpose of the Society shall be:

• To encourage and assist members to develop their knowledge and increase their competence in the field of volunteer services administration;
  
• To provide a medium for the interchange of ideas and the dissemination of information and materials relative to volunteer services administration;
  
• To provide consultation and guidance on matters relating to volunteer services administration;
  
• To establish and maintain professional standards and ethics;
  To cooperate with appropriate organizations in activities relating to volunteer services administration that will be beneficial to the Society; and
  
• To cooperate with institutions of higher education in the development of programs in the field of volunteer services administration.
  

 The Society is organized exclusively for charitable, scientific, and educational purposes as a not-for-profit association.  It shall be conducted so that no part of its income or earnings will accrue to the benefit of any member, director, officer or other individual.  Upon a dissolution, the assets shall be distributed to an organization enjoying the exempt status 501(c)3 of the Internal Revenue Code or successor statutory authority.


Article III – Membership

Section 1.  Eligibility

Individuals eligible for membership in the Society shall be those persons employed and recognized in the administration of health care institutions as having major and continuing responsibility for the volunteer services programs within those institutions. 

Section 2.  Establishment of Membership

Membership in the Society shall become effective upon the receipt of a properly completed application form, specified dues, and satisfaction of membership eligibility (see Article III, Section 1.A.).

Section 3.  Voting

1. Each member of the Society shall have one vote in the election of officers and for other matters presented to the membership for vote.
2. Proxy votes shall not be permitted.

Section 4.  Termination of Membership

1. Membership of any person no longer eligible shall be automatically terminated.  If there is a change in membership, the membership shall be transferred to the successor, if dues are paid by the member healthcare facility.
2. A member may resign by submitting a letter of resignation to the Board of Directors.

Article IV – Dues and Finances

Section 1.  Dues

1. The Board of Directors shall determine annual dues.
2. Annual dues payment shall be made to the Membership Chairperson.
3. Members must have current dues paid in order to vote and to hold office.

Section 2.  Finance

1. All monies received or expended by the Treasurer shall be duly recorded and audited or reviewed annually.
2. The Board of Directors must approve all expenditures other than those authorized in the annual operating budget.
3. All checks/bank statements drawn against funds must be retained for audit or review.
4. Treasurer only signature is required on checks.  One additional signature of the President, Immediate Past-President or Vice President shall be on bank document in the absence of the Treasurer.

Article V – Officers and Duties

Section 1.  Eligibility

 Only members of the Society in good standing* shall be eligible for elective office in the Society.

* Good standing is determined by dues status.

Section 2.  Officers

1. The elected officers shall be President, Vice President, Secretary, and Treasurer.
2. The president and vice president elected officers shall serve for a term of one year and may not serve in the same office for more than two years consecutively.
3. The secretary and treasurer may serve on the Executive Board a maximum of four years consecutively.  He/She shall not be eligible for an additional term until one year has elapsed with the exception of the office of President and Vice President.

Section 3.  Duties

1. The President shall preside at all meetings of the Society and Board of Directors.  The President shall perform all customary duties pertaining to the office.  The President shall represent the Society at the annual meeting of the Association for Healthcare Volunteer Resource Professionals.
2. The Vice President, in the absence of the President, shall perform all the duties pertaining to the office of President, and, in addition, shall attend the annual meeting of AHVRP as an affiliated group member and be an ex officio member of all standing ISDVS committees, with the exception of the Nominating Committee.
3. The Secretary shall be the recording officer of the Board of Directors and custodian of its records during their term.
4. The Treasurer shall prepare an annual budget for the approval of the Board of Directors, and shall have the custody and charge of all funds and financial documentation of the Society during their term.
5. The Chairperson of Professional Development, appointed by the Executive Board, shall be responsible for planning and implementing professional development and training programs for the Society.
6. The Chairperson of Membership, appointed by the Executive Board, shall be responsible for maintaining an accurate membership record and custodian of all membership records during their term.
7. The Newsletter Editor, appointed by the Executive Board, shall be responsible for the preparation of the Society’s newsletter and shall be custodian of the newsletter library during their term.
8. There will be a minimum of four Zone Representatives responsible for maintaining contact with members in their respective regions.
9. The Chairperson of Fund Development, appointed by the Executive Board, shall be responsible for fund raising activities.
10. The Immediate Past President shall serve as the Chairperson of the Nominating Committee responsible for the preparation of the slate of candidates and of the presentation of the slate to the membership as well as historian.

Article VI – Board of Directors

Section 1.  Composition

The Board of Directors shall consist of:

1. The Executive Board of elected officers:
   • President
   • Vice President
   • Secretary
   • Treasurer
2.  Appointed chairs as indicated herein:
   • Chairperson of Professional Development
   • Chairperson of the Nominating Committee
   • Chairperson of Membership
   • Newsletter Editor
   • Chairperson of Fund Development
   • Minimally Four Zone Representatives
3. The Immediate Past President shall serve as Nominating Chair and historian.

Section 2.  Duties

1. The Board of Directors shall have general supervision of the affairs of the Society between its membership meetings, provided that none of its actions shall conflict with the purpose of the Society.
2. The Board of Directors shall fill Board vacancies by appointment for the remainder of the term.

Section 3.  Meetings

Regular meetings of the Board of Directors shall be held quarterly.  The President may call additional meetings.  At least 30 days notice shall be given for regular meetings and 10 days for called meetings.

Section 4.  Quorum

Six members shall constitute a quorum.

Article VII – Special Committees

The President shall appoint any necessary special committees and their chairpersons with the approval of the Board of Directors.  The committee members shall serve a maximum of one year.

Article VIII – Elections

Method

• The election shall be conducted by paper ballot from the active members or designated deadline.
• Voting is allowed by first class or electronic mail.  Returned ballots are counted if submitted on or prior to the date specified on the ballots.
• The candidate for each office receiving a majority vote shall be declared elected.
• Membership shall be notified of the nominees for office at least 30 days prior to the annual meeting or designated deadline.
• Election results will be presented at the annual meeting.
• In keeping with general membership meetings, twenty-five percent of the membership response shall constitute a valid election.

Article IX – General Membership Meetings

 

Section 1.  Schedule of meetings

• There shall be one business meeting annually.
• The annual meeting shall include the election of officers, reports of outgoing officers and committee chairpersons, a professional development program, and other appropriate business.

Section 2.  Special Meetings

The Board of Directors may call special meetings of the general membership with at least 30 days written notice.

Section 3.  Quorum

Twenty-five per cent of the membership shall constitute a quorum at a general membership meeting.

Section 4. Zone Meetings                                                                                     

There shall be two meetings annually. 

Article X – Parliamentary Authority

Roberts’ Rules of Order, Newly Revised (RONR), 1990 edition shall govern the Society in all cases to which they are applicable and when they are consistent with the Society’s by-laws.

Article XI – Amendments

The original By-laws of The Indiana Society of Directors of Volunteer Services were approved on June 28, 1973.  The By-laws may be amended in accordance with Policy 1 in the Policies and Procedures Manual.