The bylaws of the Arizona Emergency Services Association were adopted this 16 th day of January, 2014 and supersede all previous bylaws and amendments.
Section 1- Name:
The name of the Association shall be the “Arizona Emergency Services Association, Incorporated”. It shall be a non-profit organization incorporated under the laws of the State of Arizona.
Section 2- Purpose:
AESA is organized to promote sound emergency management services and practices.
The purpose of this Association is:
● to serve as a forum for membership to discuss and exchange ideas, as well as participate in training activities;
● to promote safety and preserve life and property of the citizens within the State of Arizona;
● to promote the profession of emergency services.
Section 3- Objectives:
The objectives of the Association shall be to advance emergency services by providing a forum for exchange of ideas and information aimed at improving the emergency services profession by means of education, organized meetings, conferences, and communication with members.
Through discussion, interchange, and dissemination of emergency service of administrative data and ideas, the Association shall strive to affect maximum efficiency and modernization in order to improve relations and create a spirit of cooperation among emergency service and other agencies for attaining solutions to mutual problems. By such means and by professional and social interaction this Association shall further the welfare of its members.
Application for membership shall be open to any individual or representatives of private and public organizations, industries and businesses involved in or with interests in comprehensive emergency planning, emergency response, and/or emergency service activities that support the purpose statement in Article I, Section 2.
Section 2-Annual dues:
The amount required for annual dues for members shall be determined by a majority vote of the Executive Board and shall be paid annually until changed by a majority vote of the Executive Board. Continued membership is contingent upon being up-to-date on membership dues. Members whose dues are delinquent shall forfeit their membership. Dues shall become due on July 1st of each calendar year and will be considered delinquent after July 31st of the following calendar year.
Section 3-Rights of full members:
Each full member shall be eligible to cast a representative vote in Association elections providing annual membership dues have been paid. An alternate or proxy for the full member cannot be designated.
Section 4-Resignation and termination:
Any member may resign by filing a written resignation with the Secretary. Resignation shall not relieve a member of unpaid dues, or other charges previously accrued. A member can have their membership terminated by majority vote of the membership for cause.
Section 5-Non-voting membership:
The Executive Board shall have the authority to establish and define non-voting categories of membership.
Section 6-Student membership:
Student membership is allowed and encouraged. Annual dues for student membership may be discounted by a majority vote of the Executive Board. Discounted student memberships may be allowed under the following conditions: 1) A student must request for student membership in writing to the Membership Chair, 2) A student must be engaged in full-time academic studies as provided in documented copies of academic course load, and 3) A student must submit a copy of their student ID to the Secretary in their written request. Student membership does not allow for voting.
Section 7-Group membership:
Group memberships may be allowed under the discretion of the Executive Board. Group memberships may allow for substitution of persons at conferences; however any and all substitutions must be previously identified in writing before conference attendance. The Executive Board will establish the group membership rate on an annual basis.
Section 1 — Regular meetings:
Regular meetings of the Executive Board members shall be held, at a time and place designated by the President.
Section 2 — Annual Conference:
An annual conference of the members shall take place at a time and place designated by the Executive Board. At the annual conference the members shall elect officers, receive reports on the activities of the Association, and provide input regarding the direction of the Association for the coming year.
Section 3 — Mid-Year Conference:
A Mid-Year Conference of Association membership shall take place at a time and place designated by the Executive Board. At the mid-year conference members shall receive reports on the activities of the Association, and focus on the direction and accomplishments of the Association.
Section 4 — Special meetings:
A special meeting may be called by the President, the Executive Board, or by a simple majority of the membership. A petition signed by five percent of Association voting members constitutes a call for a special meeting. Upon approval by the Executive Board, the membership may vote by a mail-out ballot on special concerns to the Association.
Section 5 — Voting:
All issues to be voted on shall be decided by a simple majority of those present at either an Annual or Mid-Year Conference or at a special meeting called in accordance with these by-laws in which the vote takes place.
Section 6 — Quorum:
The members present at any properly announced conference or meeting shall constitute a quorum.
Section 1 — Board role, size, and compensation:
The Executive Board is responsible for overall policy and direction of the Association, and manages operations conducted by committees. The board shall consist of the following members: President, President-Elect, Secretary, Treasurer, Membership Chair, Public Relations Chair, Immediate Past President, two Members at Large, and a Sergeant-at-Arms. The board receives no compensation for the performance of their duties.
The President shall preside at meetings of the Association and the Executive Board; serve as ex-officio member of all committees except the Elections Committee; serve as the administrative officer of the Association; and perform other duties as necessary.
The President-Elect shall perform the duties of the President in his/her absence or disability and perform other duties as necessary. The President-Elect shall support planning efforts for conferences and meetings.
The Secretary shall maintain records of the proceedings of all meetings; may prepare and distribute an agenda prior to each meeting; keep on file all board reports; and perform other duties as necessary. Copies of the minutes shall be sent to all members of the Executive Board within 15 days of the close of meetings.
The Treasurer shall maintain a record of all moneys received and expended by the Association; shall make a financial report at the Annual Meeting and at all Executive Board meetings (upon request); and deposit all funds in a financial institution as approved by the Executive Board.
The Membership Chair shall prepare an official membership roster of the Association; serve as chair of the Membership Committee; lead outreach efforts for conference vendors/sponsors; promote membership drives; and perform other duties as necessary.
The Public Relations Chair shall provide public information to promote the ideals of the Association through publication of a quarterly newsletter, Association website and other social media resources; be the outreach point of contact to other organizations and to perform other promotional and communications duties as necessary to promote the purpose of AESA.
The Immediate Past President shall provide support and guidance to the Executive Board by sharing his/her experiences from time spent as President and President-Elect in an effort to provide consistency to the position of President.
The Members at Large will be elected from the general membership to serve a two year term. Each member at large shall provide support and guidance to the Executive Board by serving on such committees as directed by the President of the Association.
The Sergeant-at-Arms – There shall be a Sergeant–at–Arms elected to assist the President in conducting the business during the regular and special meetings of the Association.
Section 3-Terms of Office:
Officers other than the President, Past-President, and President-Elect shall serve for a two year term of office.
The Treasurer and Public Relations Chair shall run in the odd numbered years. The Secretary and Membership Chair shall run in even numbered years. The President-Elect may run for office upon completion of service as Immediate Past-President. One-half of the members at large shall run each year.
The President-Elect shall automatically assume the duties of President upon completion of one year as President-Elect.
The President shall automatically assume the duties of Immediate Past-President upon the completion of one year as President.
Section 4 — Vacancies:
When a vacancy exists of any elected officer or Committee Chair, the Secretary must receive nominations for the vacated position from current Executive Board members. The Executive Board may appoint an interim replacement to serve in the vacated position until a vote is completed. Nominations for vacated positions shall be sent to Association members to be voted upon.
Section 5 — Resignation, termination, and absences:
Resignation from the board must be in writing and received by the Secretary. A board member shall be terminated from the board due to excess absences or more than two unexcused absences from board meetings in a year. An Executive Board member may be removed for other reasons by a two-thirds vote of the Association membership.
Section 1 — Executive Committee:
The Executive Committee shall consist of: 1) the elected officers of the Association; and 2) the Chair of each Standing Committee.
Section 2 — Executive Committee Meeting:
The Executive Committee shall meet at least once prior to the Annual Conference.
Section 3 — Executive Committee Special Meeting:
Special Meetings of the Executive Committee may be called by the President and/or at the request of three elected members, at any time, provided advance notice is given.
Section 4 — Executive Committee Administration:
The Executive Committee shall conduct the administrative matters of the Association, to include an independent annual audit of all financial records for the preceding fiscal year. The Executive Committee shall provide minutes of its meetings upon request of any member of the Association.
Section 5 — Executive Committee Voting:
All Executive Committee Officers shall have voting privileges at Executive Committee meetings and voting privileges at the annual and all special meetings of the Association.
Section 6 — Executive Committee Meeting Quorum:
A majority of the Executive Committee shall constitute a quorum.
Section 1 — Committee formation:
Except as otherwise identified herein, The Executive Board may create sub-committees as needed, such as service award, membership, elections, by-laws, conference, etc. The Association President appoints all committee chairs.
Section 2 — Finance Committee:
The Treasurer is the chair of the Finance Committee, which includes three other board members. The Finance Committee is responsible for developing and reviewing fiscal procedures, fundraising plans, and the annual budget with board members. The Executive Board must approve the budget and all expenditures must be within budget. Any major change in the budget must be approved by the Executive Board. The fiscal year shall be the calendar year. Annual reports are required to be submitted to the board showing income, expenditures, and pending income. The financial records of the organization are public information and shall be made available to the membership, board members, and the public.
Section 1 — Nominations:
Members of the Association (as defined in Article II herein) may nominate themselves or any other AESA member for any office. Write-in candidates must be Association members who also meet minimum requirements of these bylaws. Only members who have maintained membership for at least one-year may be nominated to hold Executive Board positions.
Section 2 — Ballots:
The Members At-Large for the Association shall ensure that ballots will be prepared showing the names of candidates and office sought. Ballots will be prepared with sufficient space to allow for nominations of write-in candidates.
Section 3 — Election Results:
Ballots shall be counted by two (2) members of the Executive Board and one member at large from the Association Membership.
Section 1 — Amendments:
Bylaws may be repealed, altered or amended, or substitute bylaws may be adopted by a majority vote of the membership present at the Annual Meeting, Mid-Year Meeting, or a special meeting called for this purpose. Proposed amendments must be submitted to the Secretary to be sent out with board announcements.
The bylaws of the Arizona Emergency Services Association were adopted this 16th day of January 2014, and supersede all previous bylaws and amendments.
Secretary Date: 16 January, 2014