DATE APPROVED: September 3, 2003
DATE REVISED: January 22, 2004
ARK-LA-TEX
EMERGENCY MANAGEMENT ALLIANCE
BY-LAWS
ARTICLE I
NAME
This organization shall be known as the Ark-La-Tex Emergency Management Alliance, hereinafter referred to as the “Alliance”.
ARTICLE II
PURPOSE
THE RESPONSIBILITIES OF THE ALLIANCE ARE AS FOLLOWS:
- Develop and coordinate mutual-aid agreements or Memorandums of Agreement (MOAs)/Memorandums of Understanding (MOUs) with parish/county OHSEPs within the Ark-La-Tex.
- Synchronize individual parish/county EOPs into a regional planning approach compatible with existing state and federal guidance.
- Develop a Regional Emergency Operations Plan and coordinate Regional Training and Exercise opportunities.
- Coordinate available resources in the region into a resource directory.
- Develop regional emergency contact/telephone directory.
- Conduct quarterly meetings.
- Share “best practice” lessons learned of individual OHSEPs with Alliance members.
ARTICLE III
MEMBERSHIP
SECTION 1 – MEMBERSHIP CATEGORIES
Membership in the Alliance should consist of voting and associate members from jurisdictions in Southwest Arkansas, Northwest Louisiana and Northeast Texas as outlined in Appendix 1, Voting Members and Appendix 2, Associate Members.
SECTION 2 – VACANCIES
Caddo-Bossier OHSEP, acting as the repository/headquarters for the Ark-La-Tex Emergency Management Alliance, shall make the necessary efforts to invite individuals from the agencies identified in Section 1 to the Alliance meetings. Letters of invitation and/or personal contact will be made with current and potential Alliance members prior to each meeting in order to solicit as much participation as possible. Alliance members may recommend potential new members to OHSEP for invitation to the meetings.
If an individual is interested in serving on the Alliance, he/she may place a request to the Alliance Chairperson, either in writing or verbally, to be added to the Alliance roster.
SECTION 3 – NUMBER OF MEMBERS
There is no set number of members to the Alliance. Caddo-Bossier OHSEP will ensure, to the best extent possible, that the membership roster contain individuals with agencies listed in the membership categories listed in Appendices 1 and 2. The attendance at Alliance meetings will vary form meeting to meeting due to scheduling conflicts and membership turnover. The Alliance Chair shall retain discretionary management of the membership list and may add/remove members as necessary to comply with provisions outlined in the Article (IV).
SECTION 4 – COMPENSATION
Members of the Alliance shall serve without compensation.
SECTION 5 – VOTING MEMBERS
A voting member is the emergency management director, or his/her authorized representative, for a jurisdiction who is current on their annual dues.
SECTION 6 – ASSOCIATE MEMBERS
Associate members are those individuals who have an interest in Alliance activities in emergency management related fields such as police, fire, military, sheriff’s offices, public works, planning, American Red Cross, etc., including public or private agencies, but have no voting rights within the Alliance.
SECTION 7 – DUES
Membership shall be confined to persons who have paid their annual dues. Membership can be transferred from one individual to another individual within the same organization and the same or similar position.
The fee for each membership, shall be paid annually in advance on a calendar year basis, and shall be fifty dollars ($50).
ARTICLE IV
MEETINGS
SECTION 1 – REGULAR BUSINESS MEETINGS
The Ark-La-Tex Emergency Management Alliance shall meet at least quarterly for regular business meetings. The meetings shall be held on the last Wednesday of the specified month at 10:00 a.m. However, due to scheduling conflicts, the meeting day of the month may need to be changed on a periodic basis. Each agency involved will have the opportunity to host a meeting in their respective jurisdiction. Arrangements to do so must be made at least one month prior to the meeting and shall be coordinated through the Alliance Chairperson.
SECTION 2 – SPECIAL MEETINGS
The Alliance Chairperson may call special meetings, when deemed necessary, to carry out duties of the Alliance or to hold a meeting other than at the regular business meeting date or location.
SECTION 3 – QUORUM
A quorum shall consist of a minimum of five members in attendance at a duly called regular or special Alliance meeting. A quorum shall be required to conduct Alliance business.
SECTION 4 – RULES OF ORDER
Robert’s Rules of Order, Newly Revised, shall govern deliberations of all Alliance meetings and its subcommittees.
SECTION 5 – NOTICE OF MEETINGS
Notice as to the time, place, location and agenda items to be considered at each meeting shall be given to all members at least one week prior to each Regular Business and/or Special Meeting. Matters not appearing on the agenda may be considered for discussion without action upon a favorable vote if a quorum is present. Notice to the public of all Alliance meetings shall be made in accordance with the Louisiana, Texas, and Arkansas Open Meetings Laws.
SECTION 6 – PUBLIC PARTICIPATION
Any person who is not a member of the Alliance and wishes to have an item placed on the Alliance’s Regular Business Meeting or Special Meeting agenda shall advise the Chairperson at least five days prior to the meeting. The individual shall supply the Alliance Chairperson with his/her name, address, group representing and the subject to be addressed. The Chairperson may grant, refuse or act upon this request at the Chairperson’s discretion.
The latter may include, but is not limited to, directing the item to an Alliance subcommittee. Any written statements that are to be submitted as part of the agenda item shall be submitted at least five days prior to the Alliance meeting.
The Alliance Chairperson or his/her designee may recognize an audience member at a regular or special meeting and subsequently allow that person to address the Alliance where participation of such person, in the judgment of the Chairperson or his/her designee, would enhance understanding of the matter under consideration for either the Alliance or audience members.
No person may speak more than once on the same subject unless granted permission by the Chairperson or his/her designee.
No presentation shall exceed 10 minutes unless granted permission by the Chairperson or his/her designee.
SECTION 7 – GUESTS
Any person or representative from a jurisdiction, who is not a Voting or Associate Member and does not pay membership dues, may occasionally attend Alliance meetings as a guest. Guests may be added to the Alliance e-mail distribution list and sent notification of Alliance meetings via e-mail. Appendix 3 lists Alliance guests.
ARTICLE V
OFFICERS AND DUTIES
SECTION 1 – CHAIRPERSON (FACILITATOR)
The Ark-La-Tex Emergency Management Alliance shall elect an Alliance member to serve as Chairperson.
The Chairperson shall recommend an agenda for each meeting, preside over all meetings of the Alliance, preserve order during its meetings, appoint subcommittee members and chairpersons, sign all records or documents connected with the work of the Alliance requiring such signature and be responsible for implementing policies adopted by the Alliance.
SECTION 2 – VICE CHAIRPERSON
The Ark-La-Tex Emergency Management Alliance will elect an Alliance member to serve as Vice Chairperson. In the absence of the Chairperson, or in the event of his/her inability to or refusal to act, the Vice Chairperson shall perform the duties of the Chairperson, and when so acting shall have all the powers of the Chairperson. The Vice Chairperson may exercise other duties from time-to-time as assigned by the Chairperson.
SECTION 3 – SECRETARY/TREASURER
The Ark-La-Tex Emergency Management Alliance will elect an Alliance member to serve as the Alliance Secretary/Treasurer. The Secretary/Treasurer shall be the custodian of all the books, papers, documents and other property of the Alliance. The Secretary/Treasurer shall keep a true record of the proceedings of all meetings of the Alliance. Additionally, the Secretary/Treasurer shall attend to the business needs of the Alliance and shall maintain an accurate record of all monies received and dispersed by the Alliance.
SECTION 4 – ELECTIONS
Elections for Alliance Chairperson, Vice-Chairperson and Secretary/Treasurer will be held every two years.
ARTICLE VI
SUBCOMMITTEES
SECTION 1 – SUBCOMMITEES MEMBERSHIP
The Alliance Chairperson will appoint members, with their consent, to serve on subcommittee(s) as required to carry out Alliance business or projects. The membership of the subcommittee(s) may include non-Alliance members when their addition is desirable to facilitate the subcommittee’s work.
SECTION 2 – SUBCOMMITTEE DUTIES
When deemed necessary to carry out Alliance work or projects, the Alliance Chairperson will appoint subcommittee(s) with specific duties. Once the duties of the subcommittee have been carried out and reported to the Alliance at a regular or special meeting, the subcommittee will cease to exist.
SECTION 3 – SUBCOMMITTEE MEETINGS
Meetings of the subcommittee(s) may be called by the Chairperson of the Alliance or the chairperson of the subcommittee as deemed necessary.
SECTION 4 – CHAIRPERSON OF THE SUBCOMMITTEE(S)
The Alliance Chairperson shall appoint the chairperson of the respective subcommittee(s).
SECTION 5 – SUBCOMMITTE REPORTS
Each subcommittee will prepare and deliver a report of their activities during each regular or special Alliance meeting.
ARTICLE VII
VOTING
SECTION 1 – ONE VOTE EACH
Each Alliance member, including the Chairperson, shall be entitled to one vote.
SECTION 2 – PROXY VOTES
An Alliance member may vote by proxy. Proxy votes must be in writing and approved by the Chairperson.
SECTION 3 – ABSTENTIONS
Alliance members may register their abstention on any vote, which shall be reflected in the minutes.
SECTION 4 – DETERMINATION OF ACTIONS
All final actions, Alliance positions or policy recommendations shall require a majority vote of a quorum of Alliance members present at a duly called meeting.
SECTION 5 – ROLL CALL VOTES
At the discretion of any Alliance member, including the Chairperson, any action may be taken by a roll call vote, and the vote of each member shall be reflected in the minutes.
SECTION 6 – RESOLUTIONS
Resolutions submitted or discussed by the Alliance may be voted on at any regular or special meeting. However, the Alliance Chairperson has the option of referring the resolution to a subcommittee for review, consideration and/or recommendation.
SECTION 7 – ASSOCIATE MEMBERS
Associate members will have no voting rights within the Alliance.
ARTICLE VIII
AMENDMENTS
These by-laws may be amended or replaced upon a majority vote of a quorum of Alliance members at any regular or special meeting. Any Alliance member may request that the vote be delayed until the following meeting in order to allow the membership more time to review, consider or make recommendations to the by-laws.
Revisions:
Approved as amended.
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