AMPUTEE SUPPORT GROUP OF NORTHERN VIRGINIA

Bylaws

ARTICLE I.  NAME, MISSION, ADDRESS, WEB PAGE, AND LOGO

            Section 1.   Name. The name of the organization shall be the AMPUTEE SUPPORT GROUP OF NORTHERN VIRGINIA (ASGNVA).

            Section 2.   Mission. The nature of the activities to be conducted and the purposes to be promoted and carried out are as follows:

                        (1) To develop an active network of people that will benefit everyone to some degree, not necessarily just for moral support, but an informational service-oriented network for each other and new amputees, wherever needed.

                        (2) To present programs and resource information that would update members as to new materials and techniques in prosthetics, and promote activities that would be interesting and fun.

                        (3) To provide peer visitors/mentors to hospitals, rehabilitation clinics or any other location.

            Section 3.   Principle Address. The principle address of ASGNVA shall be at Inova Fairfax Hospital, Department of Rehabilitation, Women and Children’s Center, 3300 Gallows Road, Falls Church, Virginia 22042-3307.

            Section 4.  Other Addresses.  ASGNVA may also have addresses at such other places within or without the State of Virginia as the members may, from time to time, determine or the activities of ASGNVA may require.

            Section 5.  Web Page.  ASGNVA ’s web page will be maintained on the Inova Fairfax Hospital server.

            Section 6.  Logo.  ASGNVA ’s official logo will be the “Amputee Steps” logo as shown below:

            Section 7.   Exempt Organization. No part of any earnings of ASGNVA shall inure to the benefit of, or be distributable to, its members, trustees, officers, or other private persons, except that ASGNVA shall be authorized and empowered to request Inova Fairfax Hospital to pay reasonable compensation for services rendered and make payments and distributions in furtherance of the purposes set forth in Article 1, Section 2 hereof.   No substantial part of the activities of ASGNVA shall be the participation in, or intervention in (including the publishing or distribution of statements) any political campaign on behalf of any candidate for public office.  

ARTICLE II.  MEMBERSHIP

          Section 1.   Classes of Members. ASGNVA shall have two classes of Members.   The designation of such classes and qualifications of the Members of such classes shall be as follows:

                        (a) Regular Members.  Any individual interested in and capable of furthering the purposes of ASGNVA shall be eligible for Regular Membership.   This includes amputees and family and friends of all amputees.

                        (b) Associate Members.  Any person, corporation, organization or association interested in and capable of furthering the purposes of ASGNVA shall be eligible for Associate Membership.   Associate members are NOT amputees, family or friends of amputees but rather commercial organizations and/or other support groups for amputees.

            Section 2.   Membership Process.

                        (a) Regular Members.  Any person, whether amputee, amputee family or amputee friend, shall be eligible for Regular Membership.

                        (b) Associate Members.  Any person, corporation, organization, or association shall be eligible for Associate Membership.

            Section 3.   Dues.  No dues are required to fund ASGNVA; it is sponsored by Inova Fairfax Hospital, Department of Rehabilitation through the Inova Health System Foundation.

            Section 4.   Termination and Renewal.

                        (a) Any Regular or Associate Member may resign by letter addressed to ASGNVA.   The resignation shall be effective upon receipt of the letter.  Also, any Regular Member or Associate Member who has moved their mailing address from one location to another and has not informed the Secretary of the change, will be terminated upon receipt of a newsletter returned from the post office as undeliverable.

                        (b) The Membership term is for the life of the member (if a Regular Member) and for the duration of the organization (for an Associate Member).

ARTICLE III.  MEETINGS OF THE MEMBERS AND VOTING RIGHTS

            Section 1.   Monthly Meeting. The monthly meeting of ASGNVA shall be held the first Tuesday of every month from 7:30 pm to 9:00 pm, in the Physician’s Conference Center, Room 1D, First Floor, Inova Fairfax Hospital, 3300 Gallows Road, Telestar Court Building, 2990 Telestar Court, Gemini Room, Falls Church, Virginia but is subject to change.

            Section 2.   Special Meetings.  A Business Meeting will be held prior to the monthly meeting, when required, from 6:00 pm to 7:15 pm, in the Skylight Cafe, Inova Fairfax Hospital, 3300 Gallows Road, Falls Church, Virginia.  The purpose of this meeting will be to conduct the business of ASGNVA without impacting the regular monthly meeting.  All members are invited to this meeting to participate in the business of ASGNVA.

            Section 3.   Notice. Written notice of each monthly meeting will be placed in all local newspapers, if possible.  Also, each monthly meeting will be announced in the prior month’s newsletter.

            Section 4.   Voting. Each Regular Member, that is an amputee, shall have one vote on each and every matter submitted to a vote of the Members.   Associate Members shall have no voting rights.  At all meetings, the Members entitled to vote who are present shall constitute a quorum.  

ARTICLE IV.  ELECTION PROCEDURES

            Section 1.   Jurisdiction. The Board of Directors officers, consisting of a President, Vice President, Secretary and Treasurer, shall manage the affairs and property of ASGNVA.

            Section 2.  Terms.  The Board of Directors Officers shall be elected from the Regular Members.  The normal term of the Board members officers commences on April 1, January 1 following their election and terminates on the third succeeding January 1 (3-year term) following April 1 or one year after taking office.   

            Section 3.   Nominations.  Any Regular Member may nominate a Regular Member to be a candidate for election to a Board an Officer position. 

            Section 4.   Election. Each Regular Member, as described in Article III, Section 4, may cast one vote for each Board Member Officer to be elected.

If an elected Board Member Officer dies or resigns prior to the fulfillment of his or her term, an election shall be held to fill the vacancy as soon as possible.  

ARTICLE V.  BOARD OF DIRECTORS OFFICERS

          Section 1.   Election. A special meeting of newly elected and outgoing Board members Officers shall be held between the time of the annual election and the next January 1st for the purpose of exchange of information.  

            Section 2.   President.  ASGNVA shall select a President who will serve at the pleasure of ASGNVA.  In the event of a vacancy in the office of President, or in the event of the inability or refusal of the President to act, ASGNVA shall forthwith proceed to select a new President, and, in the interim, shall provide for the performance of the duties usually pertaining to the office of President.   The President will be the chief officer of ASGNVA and will perform his or her duties under the policies established by ASGNVA.   The President shall, in general:

          Section 2.  Meeting Facilitator.  ASGNVA shall elect a Meeting Facilitator who will serve at the pleasure of ASGNVA.  The Meeting Facilitator shall, in general: 

(1) Chair Business Meetings.
(2) Initiate discussion among other Officers and general membership regarding ASGNVA goals and objectives.
(3) Maintain close contact with members regarding their needs and assessment of how well ASGNVA is meeting those needs.
(4) Host and lead discussion at ASGNVA monthly meetings and any other ad hoc meetings.
(5) Obtain speakers for monthly meetings and special events.
(6) Supervise other Officers, auxiliary positions Coordinate other Board Members and volunteers.

            Section 3.   Vice President.  ASGNVA shall select a Vice President who will serve at the pleasure of ASGNVA.  In the event of a vacancy in the office of Vice President, or in the event of the inability or refusal of the Vice President to act, ASGNVA shall forthwith proceed to select a new Vice President, and, in the interim, shall provide for the performance of the duties usually pertaining to the office of Vice President.   The Vice President shall, in general:

(1)    Chair Business Meetings in the absence of the President.
(2)    Host and lead discussion at regular meetings in the absence of the President.
(3)    Obtain speakers for monthly meetings and special events.
(4)    Ensure reservation for meeting room is made, in advance, with the hospital (added 8/03).

          Section 3.   Secretary.  ASGNVA shall select a Secretary who will serve at the pleasure of ASGNVA.  In the event of a vacancy in the office of Secretary, or in the event of the inability or refusal of the Secretary to act, ASGNVA shall forthwith proceed to select a new Secretary, and, in the interim, shall provide for the performance of the duties usually pertaining to the office of Secretary.   The Secretary shall, in general:

(1) Take notes at Business Meetings and distribute copies to all members (in the newsletter).
(2)    Keep master files.
(3) Maintain ASGNVA’s archives.

          Section 4.   Treasurer.  ASGNVA shall select a Treasurer who will serve at the pleasure of ASGNVA.  In the event of a vacancy in the office of Treasurer, or in the event of the inability or refusal of the Treasurer to act, ASGNVA shall forthwith proceed to select a new Treasurer, and, in the interim, shall provide for the performance of the duties usually pertaining to the office of Treasurer. The Treasurer shall, in general:

    (1) Act as financial liaison between INOVA Fairfax Hospital contact and ASGNVA members for reimbursement of any expenses incurred as a result of activities    approved by the Board of Directors.

(1) Maintain ASGNVA’s checking account.
(2) Receive and deposit funds.
(3) Make disbursements with approval obtained at the Business Meeting.
(4) Keep financial records and report financial status at the Business Meeting.

ARTICLE VI.  AUXILIARY POSITIONS

Each Auxiliary Position shall have the responsibility of recruiting members for their activity, as appropriate.

            Section 5.  Data Base Manager.  ASGNVA shall select a Data Base Manager who will serve at the pleasure of ASGNVA.  In the event of a vacancy in the position of Data Base Manager, or in the event of the inability or refusal of the Data Base Manager to act, ASGNVA shall forthwith proceed to select a new Data Base Manager, and, in the interim, shall provide for the performance of the duties usually pertaining to the position of Data Base Manager.   The Data Base Manager shall, in general:

(1)    Maintain an automated member/mailing list.

(2)    Provide a periodic copy (computer version) of the automated member/mailing list to another designated individual of ASGNVA.

(3) Provide a contact list of approved visitors to the Visitation Coordinator.

(4)    Print mailing labels for the monthly newsletter and any other mailings.

(5)    Provide information to various Officers and Auxiliary Position Chairpersons, as required.

            Section 6. Section 2.  Communications Coordinator.  ASGNVA shall select a Communications Coordinator who will serve at the pleasure of ASGNVA.  In the event of a vacancy in the position of Communications Coordinator, or in the event of the inability or refusal of the Communications Coordinator to act, ASGNVA shall forthwith proceed to select a new Communications Coordinator and, in the interim, shall provide for the performance of the duties usually pertaining to the position of Communications Coordinator.  The Communications Coordinator shall, in general:

(1)    Coordinate with local print and electronic media for distribution of announcements of meetings.

(2)    Send out emails to ASGNVA members of monthly meetings and special events.

(3)    Create, modify and/or maintain a supply of ASGNVA brochures and business cards.

(4)    Ensure that brochures are placed in and around Inova Fairfax Hospital and all local prosthetist’s offices.

(5)    Maintain and post meeting and event signs and/or information.

            Section 7.  Section 3.  Visitation Coordinator.  ASGNVA shall select a Peer-Certified Visitation Coordinator who will serve at the pleasure of ASGNVA.  In the event of a vacancy in the position of Visitation Coordinator, or in the event of the inability or refusal of the Visitation Coordinator to act, ASGNVA shall forthwith proceed to select a new Peer-Certified Visitation Coordinator and, in the interim, shall provide for the performance of the duties usually pertaining to the position of Visitation Coordinator.  The Visitation Coordinator shall, in general:

(1)    Receive requests for hospital visits.

(2)    Select a peer-certified visitor to visit new amputees and/or individuals considering amputation.

(3)    Perform quality control on the visitation process.

(4)    Keep records of visits.

(5)    Assemble and send new amputee information packets to those visited.

(6)    Provide periodic visitation reports at the Business Meeting.

(7)    Provide new amputee information to the Data Base Manager for the member/mailing list.

(8)    Coordinate provision of visitor training.

            Section 8. Section 4.  Newsletter Editor.  ASGNVA shall select a Newsletter Editor who will serve at the pleasure of ASGNVA.  In the event of a vacancy in the position of Newsletter Editor, or in the event of the inability or refusal of the Newsletter Editor to act, ASGNVA shall forthwith proceed to select a new Newsletter Editor and, in the interim, shall provide for the performance of the duties usually pertaining to the position of Newsletter Editor.  The Newsletter Editor shall, in general:

                        (1) Write and edit ASGNVA’s monthly newsletter.

(2) Consult with the Officers regarding the newsletter’s content.

                        (3) Prepare the newsletter for mailing and mail it in accordance with Postal Service requirements.

            Section 9. Section 5.  Hospitality Committee Chair.  ASGNVA shall select a Hospitality Committee Chair who will serve at the pleasure of ASGNVA.  In the event of a vacancy in the position of Hospitality Committee Chair, or in the event of the inability or refusal of the Hospitality Committee Chair to act, ASGNVA shall forthwith proceed to select a new Hospitality Committee Chair and, in the interim, shall provide for the performance of the duties usually pertaining to the position of Hospitality Committee Chair.  The Hospitality Committee Chair shall, in general:

                        (1) Supervise hospitality committee members.

(2) Set up the meeting place before meetings and clean up afterward.

                        (3) Staff “welcome” table at meetings.

                        (4) Maintain stock of materials (name tags, brochures, InMotion copies, etc.) for “welcome” table.

            Section 10. Section 6.  Membership Committee Chair.  ASGNVA shall select a Membership Committee Chair who will serve at the pleasure of ASGNVA.  In the event of a vacancy in the position of Membership Committee Chair, or in the event of the inability or refusal of the Membership Committee Chair to act, ASGNVA shall forthwith proceed to select a new Membership Committee Chair and, in the interim, shall provide for the performance of the duties usually pertaining to the position of Membership Committee Chair.  The Membership Committee Chair shall, in general:

                        (1) Supervise Membership committee members.

(2) Design and implement events designed to attract new members.

                        (3) Generate ideas to retain existing members.

                        (4) Maintain close coordination with the Communications Committee Chair (for announcements), the Visitation Committee Chair (for outreach to new amputees visited), the Community Outreach Committee Chair (for attracting members from other groups).

            Section 11. Section 7.  Community Outreach Committee Chair.  ASGNVA shall select a Community Outreach Committee Chair who will serve at the pleasure of ASGNVA.  In the event of a vacancy in the position of Community Outreach Committee Chair, or in the event of the inability or refusal of the Community Outreach Committee Chair to act, ASGNVA shall forthwith proceed to select a new Community Outreach Committee Chair and, in the interim, shall provide for the performance of the duties usually pertaining to the position of Community Outreach Committee Chair.  The Community Outreach Committee Chair shall, in general:

                        (1) Supervise Community Outreach committee members.

                        (2) Establish and maintain liaison with other local groups, as appropriate, such as independent living centers, caregiver support groups, other disability-specific groups.

                        (3) Establish and maintain liaison with local governmental entities, as appropriate.

            Section 12. Section 8.  Telephone Committee Chair.  ASGNVA shall select a Telephone Committee Chair who will serve at the pleasure of ASGNVA.  In the event of a vacancy in the position of Telephone Committee Chair, or in the event of the inability or refusal of the Telephone Committee Chair to act, ASGNVA shall forthwith proceed to select a new Telephone Committee Chair and, in the interim, shall provide for the performance of the duties usually pertaining to the position of Telephone Committee Chair.  The Telephone Committee Chair shall, in general:

                        (1) Supervise Telephone committee members.

                        (2) Distribute lists of persons to be contacted to committee members.

                        (3) Coach committee members on calling procedures.

                        (4) Program reminders.

(5)    Conduct satisfaction surveys (piggybacked on meeting reminders).

(6)  Assure that calls are made, as required.

ARTICLE VII.  ADMINISTRATION

          Section 1.   Business Meeting. The Business Meeting will consist of the elected Officers and/or any members that wish to attend and participate in the Business Meetings.  The Business Meeting will see to the business of ASGNVA and promote the goals of ASGNVA.

            Section 2.   Appointment of Auxiliary Positions. The Business Meeting shall appoint such other auxiliary positions as shall be necessary to advise and assist the Business Meeting concerning the affairs of ASGNVA, and shall appoint the chairperson thereof.

            Section 3.   Committees. The jurisdiction and procedures of such committees shall be established at the Business Meeting, which shall also specify the tenure of committee members and establish rules for the determination of quorums and voting for all committees.

            Section 4.   Conflict of Interest. No officer or member, either Regular or Associate, of ASGNVA may participate in, or attempt to influence any decision by ASGNVA affecting his or her own personal business interests, or otherwise use his or her official position for personal gain.

            Section 5.  Disclaimer.  The Amputee Support Group of Northern Virginia is a regional, nonprofit organization composed of amputees and associated individuals who make a concerted effort to address individual concerns from a consumer's perspective. ASGNVA educates people with limb loss about resources, opportunities, and options that affect their lives. At times, this may include providing information concerning products, services, and treatment, a courtesy that is not meant to imply endorsement by ASGNVA or its members.

            Section 6.  Confidentiality.  Personal contact information collected from members of ASGNVA will not be sold or otherwise provided to organizations or commercial activities.  Demographic information is requested solely to assist ASGNVA in carrying out its missions of outreach, empowerment, and education and support.

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