SBCVOAD (San Bernardino County Voluntary Organizations Active In Disasters)
By-Laws
The name of this organization shall be San Bernardino County Voluntary Organizations Active In
Disasters (SBCVOAD).
The geographical area served by SBCVOAD shall be constituted as the entirety of San Bernardino County.
Mission
The SBCVOAD is a network of voluntary organizations whose mission is to foster efficient service
delivery of available member resources to persons with unmet needs affected by disasters, on a strictly
voluntary basis.
Operating Principles
Cooperation
The SBCVOAD will foster cooperation among member organizations at all levels and in all phases
of disaster.
Coordination
The SBCVOAD will coordinate and provide leadership representation for the voluntary sector
with the San Bernardino County Office of Emergency Services (SBCOES).
Communication
The SBCVOAD will engage in the timely exchange of information among its membership and
with SBCOES.
Collaboration
The SBCVOAD members will work together strategically to pool resources to increase our overall
capacity to respond to disasters.
Leadership
All leadership positions will be two-year terms. The initial term of the Vice Chair and Treasurer
will be one year, for the 2009-2010 voting period, with subsequent years being two-year terms.
Experience with COAD/VOAD recommended for SBCVOAD leadership.
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Chair: Term - may serve multiple consecutive two year terms.
Presides at meetings, acts as spokesperson and representative, delegates tasks, convenes
meetings, provides leadership, and appoints workgroups.
Vice Chair: Term - may serve multiple consecutive two year terms.
Assists Chair in conducting business, conducts the business of the SBCVOAD in the absence of
the Chair and performs other duties as required.
Secretary: Term - may serve multiple consecutive two year terms.
Records minutes at meetings, maintains membership role, mails/emails meeting minutes and
announcements of meetings and events to members and performs other duties as required.
Treasurer: Term - may serve multiple consecutive two year terms.
Establish and maintain a system of record keeping for funds received and dispersed. Coordinate
with fiscal agent where one is present and create financial reports as required.
Steering Workgroup
The SBCVOAD Steering Workgroup is comprised of the four officers of the VOAD Leadership, the
Chairs of the Education/Training Workgroup, the Response Planning Workgroup, plus the Chair
and Co-chair, or their designee, from each of the regional COADS within the county.
The SBCVOAD will maintain the following standing workgroups: Education/Training Workgroup
and Response Planning Workgroup for the purpose of facilitating the activities of the VOAD. Ad
hoc workgroups can be created on an as needed basis.
Membership
The SBCVOAD membership is comprised of the composite membership of the regional COADs.
Two types of membership will be recognized, following national standards:
[Core] Members: Those organizations which are voluntary, community-based or faith-based
nonprofits, providing services within the SBCVOAD region, with a strong interest and ability to
commit organizational resources (money, manpower and/or materials) to assist those impacted
or potentially impacted by a disaster.
[Associate] Members: Those organizations which have a strong interest and/or investment in
disaster preparedness, response, recovery and mitigation within the SBCVOAD region, but are
not voluntary in nature. These entities would include government agencies, public entities, forprofit corporations, and collaborative associations/networks/service groups.
Membership Commitment
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Organizations wishing to become members of the SBCVOAD commit to the following:
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Acceptance of the mission statements
Acceptance of by-laws
Willingness to participate in all functions of SBCVOAD.
Submission of signed Letter of Intent.
Payment of dues in full by the end of January each calendar year by member
organizations, equaling a minimum of $1 per year.
To retain active membership organizations must attend at least one COAD or VOAD meeting per year.
Elections/Voting
Representation
Each Core Member organization will elect a voting representative to the SBCVOAD. The elected
voting representative may delegate their vote to another representative from their organization
electronically or in writing prior to the meeting beginning, in the event that they are unable to
take part in an election.
Procedures
Each Core Member organization is entitled to one vote during an election. Member
organizations present at an election represent a quorum and all voting shall pass by a majority
vote of the quorum.
Nominations
A Steering Workgroup will prepare a slate of nominees. Nominations will also be taken from the
floor. Notification for the election meeting must have a three-week lead-time.
Vacancies
Vacancies in leadership shall be filled at the next full meeting of the SBCVOAD membership.
Meetings
The Steering Workgroup will meet quarterly.
Full SBCVOAD membership will meet quarterly.
Election of Leadership will occur at the last full SBCVOAD membership meeting of the calendar
year and annually thereafter. Meeting notification must be sent to all members at least three
weeks prior to full SBCVOAD annual meeting.
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Amendments/Modifications
The Steering Workgroup may make recommendations to the by-laws. Recommended changes
must be approved at a full membership meeting by a majority vote.
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