Bylaws and PPMs

BYLAWS OF THE ARIZONA ASSOCIATION OF THE DEAF, INCORPORATED

Updated as of April 23, 2017

ARTICLE I – NAME

Section 1.1 – The name of the organization shall be the Arizona Association of the Deaf, Incorporated (AZAD, Inc.), and hereafter referred to as the Association and/or organization.

ARTICLE II – OBJECTIVES

Section 2.1 – The object of the Association shall be to preserve, protect, and promote the civil, human and linguistic rights of deaf, deaf-blind, and hard of hearing individuals in Arizona.

ARTICLE III – STATUS

Section 3.1 – The organization is organized exclusively for charitable, religious, educational, and scientific purposes under Section 501 (c)(3) of the Internal Revenue Code, or corresponding section of any future federal tax code.

ARTICLE IV – SCOPE OF FINANCIAL ACTIVITY

Section 4.1 – The organization may, in any legal manner, acquire, hold, own, sell, lease, encumber, and otherwise legally dispose of all kinds of property, real and personal, for the purpose of carrying out its primary objectives.

Section 4.2 – The organization may solicit, receive, and hold money and property by gift, contribution, bequest, or otherwise and such property may be sold and converted into cash for the purpose of carrying out its primary objectives.

Section 4.3 – The organization may invest funds received, as well as the income from such property, for the purpose of carrying out its primary objectives.

ARTICLE V – MEMBERSHIP

Section 5.1 – Any deaf, deaf-blind, hard of hearing, or hearing individual who supports the mission of AZAD may become a member of the organization upon payment of membership
dues.

Section 5.2 – Different classifications of membership may include the following: regular, senior, associate, and K-12 students.

ARTICLE VI – INDIVIDUAL MEMBERSHIP DUES

Section 6.1 – The membership dues shall be proposed by the Board of Directors and approved by the members.

Section 6.2 – Biennial membership dues as approved by the members shall be in effect for a term of two years in between the biennial conferences.

ARTICLE VII – GOVERNMENT OF THE ASSOCIATION

Section 7.1 – The government of the Association shall be vested in the Board of Directors of the Association.

ARTICLE VIII – COMPOSITION OF BOARD OF DIRECTORS

Section 8.1 – The board of Directors shall be comprised of President, Vice President, Secretary, Treasurer, three (3) Regional Representatives, and two (2) Members at Large.

Section 8.2 – President, Vice President, Secretary, Treasurer, three (3) Regional
Representatives shall be elected to hold office for a two-year term or until a successor is appointed by the Board of Directors of the Association.

Section 8.3 – No member shall serve more than three (3) consecutive terms in the same office.

Section 8.4 – The Members at Large shall be appointed by the Board of Directors of the Association.

ARTICLE IX – DUTIES OF BOARD of DIRECTORS

Section 9.1 – All members of the Board of Directors shall be able to communicate with deaf and hard of hearing people in American Sign Language (ASL).

Section 9.2 – The President shall preside at all meetings.

Section 9.3 – The Vice President shall serve in the absence of the President. She/he shall succeed to the office of President, should that office become vacant prior to the expiration of the term of office of the President.

Section 9.4 – The Secretary shall keep minutes of all meetings, maintain records, and shall handle all correspondence unless otherwise instructed by the President or Board of Directors.

Section 9.5 – The Treasurer shall be responsible for all the funds of the organization, shall monitor the financial affairs of the organization, maintain the database of members, and shall present a printed financial report at all meetings.

Section 9.6 – The Regional Representatives shall be responsible for communicating with their regional members about all organization-related activities and sharing the regional members’ concerns and wishes with those in attendance at all meetings.

ARTICLE X – CONFLICT OF INTEREST

Section 10.1 – The members of the Board of Directors and committees shall excuse themselves of decisions that present them with a personal or professional conflict of interest.

ARTICLE XI – MEETINGS

Section 11.1 – The organization shall host a biennial conference and meet in a general assembly during the conference during each odd numbered year.

Section 11.2 – The Board of Directors shall hold a general meeting at least once per year.

Section 11.3 – The Board of Directors shall meet at least three (3) times a year and may meet more often if deemed necessary by the President or the Board of Directors.

Section 11.4 – The President, Vice President, Secretary, and Treasurer could engage in executive sessions to address immediate concerns and to plan for meetings as well as for general consultation. The President shall keep the Board of Directors updated on such sessions as appropriate in his/her report.

ARTICLE XII – QUORUM

Section 12.1 – A minimum of ten percent (10%) of active members, excluding the officers on the board of directors, in attendance shall constitute a quorum at the general assembly and general meeting.

Section 12.2 – A majority of the Board of Directors shall constitute a quorum for the transaction during any Board of Directors meeting.

ARTICLE XIII – COMMITTEES

Section 13.1 – The Board of Directors may form committees in the best interests of the organization.

Section 13.2 – Such committees shall serve at the will of the organization and/or the Board of Directors in accordance with the primary objectives of the organization.

Article XIV – FISCAL POLICY

Section 14.1 – The Fiscal Year shall be based on calendar year from January through December.

Section 14.2 – All checks, drafts, and orders for payment shall be signed in the name of AZAD by the President and/or Treasurer.

Section 14.3 – The President and Treasurer are listed as authorized signatures for AZAD checking and savings accounts. Administratively, the Treasurer shall be the only person responsible for the receiving and disbursing of AZAD monies per the approval of the Board of Directors.

Section 14.4 The Financial Committee composed of three individuals elected by the members shall oversee the reserved fund of AZAD, determine how to best invest the fund, and authorize any withdrawal if necessary. The committee shall report to the Treasurer as part of financial reporting.

ARTICLE XV – AMENDMENTS

Section 15.1 – Amendments to the AZAD Bylaws shall be submitted to the Board of Directors for consideration at least sixty (60) days and the proposed revisions be shared with the active members at least thirty (30) days prior to the general assembly or general meeting.

Section 15.2 – A two/thirds vote of those members present at the general assembly or general meeting shall be necessary for ratification.

ARTICLE XVI – AUTHORITY, CODE OF CONDUCT

Section 16.1 – Robert’s Rules of Order Newly Revised RRO shall be the parliamentary authority of the organization in all matters not otherwise provided for.

ARTICLE XVII – DISSOLUTION

These By-Laws shall continue in effect unless and until dissolved by the Board of Directors. Upon the dissolution of the AZAD and after payment of all existing debts and liabilities, all remaining assets shall be distributed as directed by the Board of Directors and as approved by the members for one or more exempt purposes within the meaning of Section 501(c)(3) of the Internal Revenue Code, or corresponding section of any future federal tax code, or to the federal government, or to a state or local government, for a public purpose.

Ratified by the AZAD Members on April 23, 2017

THE ARIZONA ASSOCIATION OF THE DEAF, INC. POLICY & PROCEDURE MANUAL (PPM)

Updated as of December 16, 2017

INTRODUCTION

The Policy and Procedure manual (PPM) serves as a supplement to the AZAD Bylaws and provides details not included in the bylaws.

The Board of Directors is responsible for maintaining the PPM and making the information available to the members, along with the bylaws.

The Board of Directors, by majority vote, may add information to the PPM to help guide the Board in their duties. AZAD members also may submit proposals for changes or additions to the manual to the Vice President, who will then review the proposal and present it to the board for review. If the proposal needs to be voted on by the membership, the item will be placed on the agenda for discussion and approval at the next general meeting.

SECTION I

GENERAL

Affiliation with NAD

The AZAD shall be affiliated with the National Association of the Deaf (NAD) and pay the annual affiliation fee as instructed, due in January of each year.

Registration with Arizona Corporation Commission

AZAD is registered with the Arizona Corporation Commission (ACC) and compiles with the regulations of ACC. The Treasurer of AZAD shall file an annual report and pays an annual fee, and, as appropriate, reports on the names of the officers and related information after each election. Refer to www.cc.state.az.us. for more instructions.

Reporting to Internal Revenue Service

As a nonprofit organization with 501(c)(3) status, AZAD is required to file the annual return with the Internal Revenue Services in order to remain in good standing as a tax exempt organization. See www.irs.gov for regulations, the timeline, and instructions.

ARTICLE I – NAME

ARTICLE II – OBJECTIVES

  1. In line with the mission of AZAD and the NAD Mission, Vision Statement and Values as the framework, the overarching objective shall be to work toward ensuring and enhancing the rights of the Deaf/Hard of Hearing/Deaf-Blind within the state of Arizona and empowering ourselves to do advocacy work on behalf of the deaf, deaf-blind, and hard of hearing individuals.
  2. Specifically, we strive to:
    • Provide workshops and activities that educate, empower, and enlighten the Deaf Community and opportunities for networking among ourselves.
    • Promote leadership and collaboration among the diverse Deaf Community.
    • Be a watchdog for legislative actions that have impact on the Deaf Community and work with the Arizona legislature on the behalf of the Deaf Community for better quality of life, accessibility and equality as citizens.
    • Collaborate with any non-profit organization, agency, and educational program of and for the Deaf in the interest of the welfare of the Deaf people.

ARTICLE III – STATUS

ARTICLE IV – SCOPE OF FINANCIAL ACTIVITY

ARTICLE V – MEMBERSHIP

  1. Any Deaf (deaf, deaf-blind, and hard of hearing) individual, spouse, parent, family, and friend of Deaf individuals, professional and student in deaf-related fields (interpreting, education, etc.) living in Arizona who supports the mission of AZAD may become an active member of AZAD, upon payment of membership dues.
  2. Different classifications of membership may include:
    • Regular
      • Any Deaf individual may become an active member of AZAD, upon payment of membership dues
    • Senior
      • Any Deaf individual at the age of 62 years or more, may become an active member of AZAD, upon payment of membership dues.
    • Associate
      • Out-of-state residents may join AZAD upon payment as an Associate. They shall participate in discussions, but shall not eligible to make motions, vote or hold office.
    • K-12 Students
      • Any individual under age 18 may become a member with the parent’s signature required and does not have to pay the membership dues. They shall not hold office.
  3. The privileges for Regular and Senior members may include but not limited to the following:
    1. Have power to voice during the general assembly in the state conference and general meetings.
    2. Exercise the right to run for any elected position on the AZAD Board of Directors regardless of the length of membership.

ARTICLE VI – INDIVIDUAL MEMBERSHIP DUES

  1. The Board of Directors shall comply with Article V. Memberships and the fee structure. Membership dues are collected at every biennial conference and is in effect until the next biennial conference in two years. Dues can be prorated on a semiannual basis in between the two biennial conferences.
  2. Currently, the biennial membership fees are:
    • Regular: $24
    • Senior: $12
    • Associate: $12
    • K-12 students: Free
  3. A two-year AZAD membership shall be awarded to all graduating deaf and hard of hearing seniors. Ideally, such awards could be made at the Awards program at the school.

ARTICLE VII – GOVERNMENT

ARTICLE VIII – COMPOSITION OF BOARD OF DIRECTORS

  1. Three (3) Regional Representatives shall represent three major areas of Arizona:
    1. Northern area as from the Prescott line to the Page line.
    2. Central area as from below the Prescott line to the Chandler line.
    3. Southern area as from the Chandler line to the Nogales line.

ARTICLE VIX – DUTIES OF BOARD OF DIRECTORS

  1. The Board of Directors shall be comprised of President, Vice-President, Secretary, Treasurer, three (3) Regional Representatives and two (2) Members at Large.
  2. Any past president(s) may serve ex officio (nonvoting) as consultant. The Board of Directors may make such appointment.
  3. The Board of Directors shall appoint two (2) Members at Large. One Member at Large shall be a representative from the Arizona Commission for the Deaf and Hard of Hearing (ACDHH), as recommended by the Executive Director of ACDHH. The Members at Large shall lend to the organization the additional benefits of their certain expertise and experience as needed for the duration of the term.
  4. The previous and new boards shall meet during the period of transition in the first one or two meetings to assure a smooth transfer between the administrations.
  5. Duties of the Board of Directors

The President shall:

  1. Preside at all meetings of AZAD and the Board of Directors; see that the AZAD Bylaws as well as the Policy and Procedure Manual (PPM) are being enforced; to cast the deciding vote where there is a tie except in the election of the officers; to appoint members for different established committees as may be necessary for carrying out the business of AZAD; and to perform other duties usually assigned to this office.
  2. Represent AZAD at the NAD Conference and NAD-related meetings and events.
  3. Serve as the spokesperson for AZAD.
  4. Delegate duties to the vice-president in the event that he/she is absent or unable to perform duties.
  5. Have the power to appoint an active member to perform temporary official duties, should another member on the board be absent or unable to perform duties. f. Perform other duties as assigned.

The Vice-President shall:

  1. Assume the duties of the President in case of the President’s absence or inability to
  2. serve and to perform such other duties as may be required.
  3. Be responsible for oversight of all Standing and Ad-Hoc Committees.
  4. Chair the Law Committee to review By-Laws and maintain the PPM.
  5. Maintain an inventory of possessions that belong to AZAD.
  6. Perform other duties as assigned.

The Secretary shall:

  1. Keep record of the proceedings of all AZAD meetings (general assembly, general meetings, and board meetings).
  2. Complete minutes within two weeks after each meeting.
  3. Give ample notice to each member of an upcoming general meeting of AZAD.
  4. Keep track of all motions and different actions to ensure follow through on each one.
  5. Send a list of newly-elected members on the Board of Directors to different state and national associations—e.g., NAD, ACDHH.
  6. Take the duties of the Vice President temporarily in the event that the Vice President is absent, unable to perform, or is moved up to the position of the President.
  7. Maintains the record of award recipients and makes sure the list is posted on the AZAD website.
  8. Perform other duties as assigned.

The Treasurer shall:

  1. Work with the webmaster to keep the database of all members, addresses, and other contact information updated.
  2. Receive all monies belonging to AZAD, and to keep an accurate account, verified by claim forms, letters or vouchers, of all its receipts and expenditures. Any expenses over $100 shall be approved by the board. Submit an audited report approved by two auditors selected by the Board of Directors at the general assembly, general meetings, and its board meetings on a regular basis.
  3. Develop an annual operating budget for board approval by January of each year.
  4. Submit a Budget and Balance Sheet at the general assembly at the biennial state conference.
  5. Take the duties of the President temporarily In the event that all of the three ranking officers are absent or unable to perform the duties.
  6. Keep a complete list of the officers and board members with their home addresses for Arizona Corporation Commission and other agencies. The list shall show date of office taken.
  7. Keep in communication with the Finance Committee whose responsibility is to oversee the reserved fund of AZAD.

The Regional Representatives & Members at Large shall:

  1. Contribute to the efforts of AZAD as an expert in his/her field. The Board of Directors with consultation with the Regional Representatives and Members at Large themselves shall determine the scope and timeline of each representative’s work.
  2. Be assigned to at least one committee as determined by the Board of Directors.
  3. Perform other duties as assigned.
  4.  The AZAD Delegates shall be appointed by the board to represent AZAD at the biennial NAD Conference. The President will be automatically be one of the delegates.

ARTICLE X- CONFLICT OF INTEREST

ARTICLE XI – MEETINGS

  1. AZAD shall have its biennial state conference including a general assembly during the odd- numbered year, at least seven months before the next National Association of the Deaf (NAD) Conference.
  2. The place and location of the above conference shall be determined by the Board based on feedback from the members and extenuating circumstances.
  3. The Conference Committee Chairperson(s) (or any other title) shall prepare the official conference of AZAD and report to the President. The Board of Directors shall approve the conference budget, keep abreast of the developments of the conference program and share input.
  4. The President shall appoint an active member, who shall act as Parliamentarian and sergeant -at -arms for the general assembly.
  5. Voting shall be done by secret ballot, unless otherwise agreed to by the Board of Directors. Active members may vote for themselves.
  6. The Election Committee Chair shall be appointed by the Board of Directors to lead the election procedure at the general assembly. The Chair may choose at least one member to serve on the committee. The Election Chair shall conduct the nominating procedure before the conference and actively seeks nominations. The Election Chair and committee members shall not run for any position on the Board of Directors in order to remain neutral.
  7. Any eligible members in good standing may nominate themselves or anyone who is a current member of the AZAD.
  8. All nominations will be submitted on the floor by the Chair. Additional nominations are also welcome from the floor.
  9. The membership status of all nominations will be verified by the Treasurer.
  10. The election chairperson shall lead the oath for all new and continuing elected members of the Board of Directors during the general assembly. The oath will be read with everyone signing the following:
    1. “I, (name) as a (position) , hereby solemnly and sincerely promise that I will obey and uphold the AZAD By-Laws. I shall do my best with my ability to serve the public and lead forward for the betterment of our society.”
  11. The new Members at Large, when appointed, could take their oath during a board meeting.
  12. Vote Recounts/Grievance
    1. The process for handling vote recounts or grievances shall be in compliance with the Robert’s Rule of Order.
  13. Besides regular scheduled Board meetings, the President may call for special and/or emergency meeting(s).
  14. The agenda of any meeting should follow this order of business:
    1. Call to Order
    2. Minutes
    3. President’s Report
    4. Vice-President’s Report
    5. Secretary’s Report
    6. Treasurer’s Report
    7. Committee Reports
    8. Old Business
    9. New Business
    10. Announcements
    11. Adjournment

ARTICLE XII – QUORUM

ARTICLE XIII – COMMITTEES

Per the bylaws, the Board may form committees in the best interests of the organization. The following list of committees could serve as a guide for each administration, based on directions and priorities set forth by the Board and the membership.

  1. Accessibility
  2. Archives/Library
  3. Awards
  4. Biennial State Conference
  5. Building Partnerships and Collaborations Within the Community
  6. By-Laws
    • The Vice-President shall chair this committee. The responsibilities include periodic review of the Bylaws and Policy & Procedure Manual (PPM) to ensure that they are up to date. The committee shall enforce the Bylaws and PPM. The committee shall advise and recommend policy change as deemed appropriate. The committee shall publish and keep records of updated bylaws and PPM. The committee shall also review any violations against the Code of Conduct and take appropriate action.
  7. Education
  8. Diversity and Youth
  9. Election
  10. Fundraising
  11. Junior NAD Liaison
  12. Legislative Issues
  13. Membership
  14. Necrology
  15. Research
  16. Scholarships and Donations
  17. Social Media/ Public Relations/ Website
  18. Sponsorships and Grants
  19. Web and Media Public Relations

Anyone who is a member in good standing can serve on an ad hoc committee when situation arises for the need to temporarily address certain issues. The Board of Directors shall approve the appointment of the Chair for any Ad-hoc committee. The responsibilities include running the committee in accordance to the PPM. The chairperson shall make progress reports to the President.

All committee members and chairs shall be active members of the AZAD before assuming duties.

Article XIV – FISCAL POLICY

  1. All checks, drafts, and orders for payment shall be signed in the name of AZAD by the President and/or Treasurer.
  2. Any purchase larger than $100 requires Board’s approval if not covered by the pre-approved proposed budget.
  3. The Board of Directors shall serve without compensation except for business-related travel, lodging and official representation expenses subject to approval made by the Board of Directors.
  4. All original receipts for reimbursement must be submitted to the treasurer within thirty (30) days from the date of transaction.
  5. Any Board member if outside of the area of the board meeting, upon request could be reimbursed for gas mileage. The federal mileage standard rate will be used as the basis. (www.gsa.gov)
  6. AZAD keeps a separate reserve fund of $25,000 as a minimum. It shall be left intact as long as the organization is able to operate financially with its general fund. The Finance Committee, upon the request of the Board, has the authority to determine whether withdrawals could be made from this fund.
  7. A Memorandum of Understanding (MOU) involving any fees shall be required for any agreement with a performer, presenter and/or an organization.

ARTICLE XV – AMENDMENTS

ARTICLE XVI – AUTHORITY, CODE OF CONDUCT

  1. All members of the Board of Directors shall abide by all rules established by the AZAD Bylaws and PPM.
  2. Violations of the bylaws and PPM shall be reported to the Vice-President and/or the Law Committee.
  3. Any member in good standing shall have the right to enact impeachment proceedings against any officer who have violated the By-Laws and PPM.
  4. Resignation in writing shall be submitted to the AZAD President.
  5. In the event should the President resign from AZAD, he/she shall submit the resignation letter to the Board of Directors.

ARTICLE XVII – DISSOLUTION

SECTION II

Special Recognition: Patron

An individual donor — either member or non-member of AZAD – who donates at least $100.00 per year to AZAD for general advocacy efforts or a specific cause and in return, enjoys some benefits, along with regular membership. The benefits could include but not limited to the following:

  1. Preferential seating at the biennial conference and any special AZAD event
  2. A special luncheon in their honor and/or access to the hospitality room at the biennial conference
  3. Name listed in the conference program book or any other digital publications in our social media
  4. Regular benefits for membership
  5. And the feeling of “personal reward” for giving back to the community

Awards

The awards as follows shall be presented to the recipients at the biennial conference or at a special event.

Angela Watson Mover and Shaker Award: Presented in memory of Angela Watson, co-founder of AZAD and first president of Arizona Association of the Deaf, this award recognizes a mover and shaker who has made a significant impact on the community.

William Wherry Volunteer Award: Presented in memory of co-founder and longtime leader of Arizona Association of the Deaf, this award recognizes and individual who has made significant contributions as a volunteer in the Deaf Community within the state of Arizona.

Gilbert Leon Distinguished Community Service Award: Presented in memory of Gilbert Leon, a versatile and lifelong leader in the community, this award recognizes and individual who has demonstrated exemplary commitment, dedication and volunteer service with everlasting benefit to the community.

Henry White AZAD Partnership Excellence Award: Presented in memory of Henry White, deaf founder of the Arizona School for the Deaf, this award recognizes an agency or organization that has demonstrated a strong partnership with AZAD in difference venues and supports AZAD’s mission.

The Spirit of AZAD Award: This award is presented to a board member (or an individual member) of AZAD. This award recognizes a person who carries the spirit of the AZAD in all levels of their work, demonstrating exemplary commitment, dedication, and service. The president of AZAD selects the person for the award.

For the four awards – namely, the Angela Watson Mover and Shaker, William Wherry Volunteer Award, Distinguished Community Service Award, Henry White AZAD Partnership Excellence Award, the Board shall select the recipients based on their qualifications and service to AZAD. The officers and board representatives could invite input and recommendations from the members. Because of their role in the selection process, the members of the Board cannot qualify for such awards.

Other Awards

NAD – The Golden Hand Award and #NADHandwaves

Nominations could be made to the NAD for the national recognition of an individual or organization for its contribution in the Arizona. Nominations must be submitted to the NAD at least 30 days before the conference date. For the criteria and the form, see:

https://www.nad.org/members/golden-hand-award/

https://www.nad.org/members/nadhandwaves/

Guidelines and Criteria for AZAD Donations and Sponsorships

The Guiding Star

AZAD’s mission statement is to preserve, protect, and promote the civil, human and linguistic rights of deaf, deaf-blind, and hard-of-hearing individuals in Arizona.

  • Our values: Diversity and youth
  • A certain percentage of the budget should be set aside for donations, sponsorships and scholarships.
  • Categories of donation requests:
    • Deaf Organizations (non-profit 501 c entity)
    • School organizations (Jr. NAD chapters, SBG, etc.)
    • Individuals- deaf, hard of hearing, deaf blind

DEAF/SCHOOL ORGANIZATIONS

The donation should be for charitable causes in line with our mission statement.

Where applicable, the organization that requests a donation from AZAD must be a non-profit 501 (c) entity.

Requests should be received at least one month prior to the date of event by letter or email.

When the request for a donation is being reviewed, the following should be considered:

  1. The name of the organization. National, state, or local?
  2. The mission of the organization
  3. The organization’s website, if any
  4. The organization’s EIN (tax Id) (optional)
  5. The organization’s current cause/priority
  6. If for an event, the date, number of attendees
  7. The fundraising goal for the event
  8. In what way would we donate? Monetary, in-kind service, sponsorship of event, other

INDIVIDUALS

  1. The individual must be deaf, hard of hearing, or deaf blind and a current student enrolled in a school in Arizona or if enrolled in college in or outside of Arizona, a resident in AZ.
  2. The purpose of the request must be clearly stated. Examples: YLC or other Camp tuition, application for NAD’s Ambassador Program
  3. The process may include the following:
    1. Personal interview
    2. Letters of reference (2-3)
    3. Character evaluation form
    4. Student essay/video (3-4 minutes)
    5. High school/college transcript
    6. Evidence of letter of acceptance to camp or program

Originated: 1998

Revised: November 10, 2001

Revised: October 1, 2005

Revised: October 1, 2009

Revised: January 15, 2010

Revised: August 19, 2015

Revised: April 23, 2017

Revised: October 25, 2017

Revised: December 16, 2017