Iowa Emergency Management Association

• Organizational Policy-Re: Article IV
• Membership Policies-Re: Article V
• Association Officers' Policies-Re: Article VI
• Executive Committee Policies-Re: Article VII
• Committees-Re: Article VIII
• Meeting Policies-Re: Article IX
• Voting Rights Policies-Re: Article X
• Audits
• Newsletter
• Expense Reimbursements
• Association Policy Statement

ORGANIZATIONAL POLICY-RE: ARTICLE IV

In order to effect better liaison with other regional, state and national associations which have vested interests in emergency management, this organization, upon approval of its membership by majority vote at a regular meeting of those members present, may appoint one member as liaison to another related association and may pay the single annual membership dues for said liaison member. Any member so appointed shall provide reports at regular meetings and provide written information for publication in this organization's newsletter.

MEMBERSHIP POLICIES-RE: ARTICLE V

A. Active Memberships are transferable; if the duly appointed individual leaves the qualifying position, the Active Membership will revolve to the appointed replacement. An eligible individual may hold only one membership and is entitled to only one vote regardless of the number of jurisdictions or agencies he may serve in capacity of Emergency Management Coordinator.

1. An Active Member is entitled to all Association services upon his initial payment or payment of annual dues. Said dues are due and payable in the first calendar quarter of each year of membership.

B. The Sustaining Member firms shall designate a representative to whom publications and correspondence shall be sent.

1. Sustaining Members shall not be eligible to vote or hold office, but are offered a forum for sharing their ideas and expertise in the Emergency Management effort through the organization's newsletter and conferences.

2. A Sustaining Member is entitled to all organization services and, as appropriate due to the nature of business, is entitled to one free advertisement of reasonable size annually in the organization's newsletter providing the member's annual fee is paid in the month of January of each membership year.

C. An Associate Member, while having no vote on association business, is entitled to all association services upon his initial payment or payment of annual dues. Said dues are due and payable during the first calendar quarter of each year of membership.

D. When duly approved by majority vote of those members present at any regular meeting, Honorary Membership may be bestowed upon any individual, who in the opinion of the members, has made a significant contribution to the cause of emergency management.

E. Lifetime Memberships may be granted to retiring Emergency Management Coordinators who have been members in good standing and have made a significant contribution to the organization.

1. There shall be no membership fee for Honorary or Lifetime Members, and all such members are encouraged to attend all meetings of the organization.

2. Honorary or Lifetime Members shall be entitled to receive the newsletter of the organization upon written request annually, but are not entitled to vote.

F. Members shall be notified each year prior to December 15th. of the amount of fees due and payable for the following year.

ASSOCIATION OFFICERS' POLICIES-RE: ARTICLE VI

A. The terms of each office shall commence immediately after the Annual Meeting and continue until successors take office.

1. Officers of this Association, with the exception of the Secretary-Treasurer, shall be limited to one two year term in the same office. This shall not preclude election at a future date.

EXECUTIVE COMMITTEE POLICIES-RE: ARTICLE VII

A. District Representatives shall preside at all meetings of their respective districts and shall not vote on any questions except to break a tie. They shall appoint all committees not otherwise provided for and perform all other duties assigned to them by the members of their respective districts and the Executive Committee of the Association.

COMMITTEES-RE: ARTICLE VIII

A. Ad Hoc committees may include, but are not limited to:

1. Constitution and By-Laws

2. Legislation

3. Credentials

4. Education and Training

5. Public Relations and Publicity

B. Ad Hoc committees shall have a Chairman and Secretary, and as possible, shall include those active and associate members with expertise related to the committee purpose.

MEETING POLICIES-RE: ARTICLE IX

A. The Executive Committee shall meet in conjunction with the Spring and Annual Meeting and at such other times as may be deemed advisable for the proper conduct of the business of the Association.

B. All committee meeting shall be called by the chairman of the various committees. When possible, members shall be given at least one week's notice.

C. District Meetings shall be as determined by the membership within the district.

VOTING RIGHTS POLICIES-RE: ARTICLE X

A. Absentee ballots are not permitted; and the right to vote may be exercised only when the member is an "Active" member and in good standing according to provisions of Article V, 1a.

AUDITS

The financial records of the Association shall be audited annually by an Audit Committee of three (3) members appointed by the President; said audit shall be completed during or prior to the Annual Meeting when an Audit Report shall be made to the membership. The Secretary/Treasurer shall provide all necessary financial records to said Audit Committee.

NEWSLETTER

The Association Newsletter shall be published at least four (4) times per year, but additional editions may be published when circumstances or dissemination of information is appropriate. The Newsletter shall be the responsibility of the Executive Committee, but editing, printing and distribution may be delegated to other members.

EXPENSE REIMBURSEMENTS

The President, Vice-President Treasurer, and the Secretary shall be reimbursed for miscellaneous expenses. The Secretary may be reimbursed for phone and postage costs for specific Association business such as phone calls and mailing of meeting notices, phone calls for meeting agenda developments and program provider contracts. Expenses for completion of projects authorized by the membership or the Executive Board are reimbursable to those individuals who make the initial expenditure.

ASSOCIATION POLICY STATEMENT

The policies listed herein are compatible with past practices of the Association and in accord with recommendations presented and incorporated in the 1997 revision of the Constitution and By-Laws.

Where possible, these policies are set forth in numbered parts in direct relationship to the Articles of the Constitution and By-Laws.

In order to keep these policies relevant to the changing needs of the Association, these policies may be changed or amended by majority vote of the Active Members present at any regular or special meeting of the Association.

These policies may also be temporarily suspended by the Executive Committee for good cause. Such suspension shall be subject to action by the Association Membership at the next meeting. These policies approved this 18th day of November, 1999 by majority vote of the membership, as witnessed by the signatures hereto:

_____________________________________
/s/ Terry Reekers
President

/s/ Gina Hardin
Secretary

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You may download a copy of the Association policies here:

 IEMA Policies (44.8 kB 2009-01-13 14:40:24)