EMAT BY-LAWS

 

ARTICLE I
NAME and TERRITORIAL LIMITS
Section 1.        The name of this organization will be Emergency Management Association of Tennessee
                             (EMAT, or Association)

Section 2.        The territorial limits of this Association are the geographical boundaries of the State
                             of Tennessee.

ARTICLE II
MEMBERSHIP
Section 1.        Public Active Membership
                             Any person shall be eligible for active membership who has been appointed as a regular staff 
                             member, paid or volunteer, of a public emergency agency and or response organization.

Section 2.        Private Active Membership
                             Any person shall be eligible for membership who works either as a paid employee or
                             Volunteer for any private organization.

Section 3.        Honorary Membership
                             The president may extend this honor to any individual after favorable action by the Board
                             of Directors. It may be withdrawn by the same procedure.

Section 4.        Lifetime Memberships
                             This type membership is open to any person who has been active member of the Association in
                             good standing, or its predecessors, and who has been offered such membership by the 
                             President after favorable action by the Board of Directors two thirds of the members present  
                             and voting, concurring. This honor should be considered automatic for any active member in
                             good standing who requests it at the time of their retirement. This honor may be withdrawn by
                             the same procedure.

ARTICLE III
VOTING RIGHTS
Section 1.        Voting rights are restricted to members as defined in Article II, Section 1, 2 and 4.

Section 2.        Proxies or absentee ballots are not allowed

ARTICLE IV
REGISTRATION OR MEMBERSHIP FEES

Section 1.        The Board of Directors, as define, will establish fees for all grades of membership, two thirds of

                             Directors, present and concurring. These fees will be established at the beginning of each fiscal
                             year. Membership fees will be due in the anniversary month of the date of the last payment
                             received with a 30 day grace period.   

Section 2.        Membership fees are waived for Honorary or Lifetime Members.

Section 3         The Board of Directors, upon recommendation of the Finance Ways and Means and Conference

                             committees, will set the registration fees for all conferences.

ARTICLE V
OFFICERS AND BOARD OF DIRECTORS

Section 1.        Officers
                             The Officers of the Association shall consist of President, President-elect, Secretary, Treasurer

                             and at-large three Vice Presidents elected from each of the State’s three regions as defined by
                             TEMA districts. The counties in each of the regions are attached herein. At the end of term or
                             by death, removal, or resignation from the office of President, the President-elect shall become
                             President.

Section 2.        The election of Officers shall take place every 2 years at the EMAT meeting. The terms of office

                             starting with the election on October 28th 2014 in Nashville shall be two years. The next
                             election of officers shall take place in 2016 and every two years afterwards.

Section 3.        No person shall be an Officer in the Association unless they meet qualifications set forth in

                             Article II, Sections 1, 2 and 4.  The Office of President and President-elect shall further be
                             restricted to active public members who currently serves as Director or staff member of an  
                             emergency management organization. Furthermore no person shall hold the office of
                             President or President-elect without having actively served on the Board of Directors within
                             the past two years.

Section 4.        Vice Presidents shall be elected one from each of the three regions. The office of Vice President
                             shall be restricted to active public members who currently serves as a Director or staff member
                             of an emergency management organization.

Section 5.        The Secretary and Treasurer are appointed positions and shall be current members as defined

                              in Article II, Sections 1, 2 and 4

Section 6.        Vacancies
                             The office of President shall be filled as defined in Article V, Section 1. Should the vacancy

                             occur for the President-elect, Executive Committee shall elect one of the Vice Presidents to
                             assume the office. Should a vacancy be any Vice President, Secretary, or Treasurer the
                             President shall appoint an eligible member, as defined, to fill the vacancy.

Section 7.        Board of Directors
                             The Board of Directors of the Association shall consist of all Officers, the Immediate Past

                             President, and the Chairs and Vice Chairs of all standing committees. Any current member,
                             excluding honorary members, may serve on the Board of Directors in any non-restricted
                             positions.

Section 8.        Any officer or member of Board of Directors are expected to be active participants in leading

                             the association.  Directors must participate in board communications and attend seventy five
                             (75%) of scheduled meetings annually unless absence is justified and acceptable to the  
                             President. See Article VI, Section 8 for means of correcting lack of participation

ARTICLE VI
DUTIES

Section 1.        President
                             The President will preside at meetings, make appointments, sign records and see that the

                             Association’s five-year strategic plan is implemented and followed. The President shall also
                             lead in a manner that is positive and constructive and shall see that the Association runs in
                             an efficient and orderly manner.  Board appointments will be made for a two-year period with
                             a maximum of 50% of voting members being changed during a 12-month period.  There are
                             no restrictions to  consecutive appointments. The President can exercise some discretion
                             should vacancies or other circumstances warrant for the effective operations of the board.   

Section 2.        President-elect
                             The President-elect shall perform such duties as may be assigned to him by the President

                             and will perform the duties of President in case of absence or disability of President. Disability
                             shall be defined and approved by the Board of Directors. The President-elect, or his designee
                             may serve as a state representative to various national organizations. Designee must have
                             approval of the Board of Directors.

Section 3.        Vice Presidents
                              Shall be elected from the state’s three regions. They will perform such duties as assigned.

Section 4.        Secretary
                             Shall be appointed by the President with the approval of the Board of Directors and shall keep

                             minutes of all meetings and proceedings by making proper recordings of same. In addition,
                             thereto, copies of minutes shall be distributed to the Directors for review and approval and
                             subsequently made available to the membership.

Section 5.        Treasurer
                             Shall be appointed by the President with the approval of the Board of Directors and shall

                             receive and have in charge, all monies and securities of the Association and will disburse or
                             otherwise deal all approved expenditures. Records of all transactions shall be keep in an
                             accurate and timely manner. A financial report shall be given to the membership during the
                             annual membership meeting. Upon leaving office, records shall be given to the incoming
                             Treasurer and witnessed by no less than two other Board members.  The statement of
                             transfer will include a listing of assets, reconciled bank statements, a detailed list of all    
                             starting and ending check numbers from check stock, a year to date report of receipts and
                             expenses, and all files, records and documents pertaining to the Association. All credit
                             cards or debit cards shall be returned upon leaving office. The Treasurer shall confer and
                             assist the chairman of Finance Ways and Means committee in preparing an annual budget.
                             A surety bond for this office is authorized and may be approved by the Board of Directors.

Section 6.        Executive Committee
                             Shall consist of the President, President-elect and the Vice Presidents. The President shall serve

                             chair. The powers of this committee are to be limited to emergency matters. Day to day matters
                             shall rest with the Board of Directors. 

Section 7.        Board of Directors
                             Membership to the Board is defined in Article V, Section 7. The Directors shall see that the

                             Association runs in an orderly and efficient manner. The Directors shall meet no less than
                             twice a year. For the purpose of establishing a quorum, it shall be no less than 1/3 of
                             Directors present either by physical presence or electronic means.

Section 8.        Removal of Officers or Directors
                             Upon just cause and proper examination, any Director or Officer can be removed by two thirds 

                             (2/3) majority of the Board of Directors. If removal involves the President, then the immediate
                             past President shall preside during removal proceedings. Lack of sufficient participation as
                             defined in Article 5, Section 8 will result in automatic removal from the Board of Directors. 
                             The President will appoint a new Director unless reinstatement is approved by two thirds
                             (2/3) majority vote of the Board. 

ARICTICLE VII
NOMINATION OF OFFICERS

Section 1.         Where the election of Officers is required and is in order, the positions of President-elect and a

                             Vice President from each region  shall be nominated from the floor of the membership  
                             meeting.President-elect must meet the requirements of Article V, Section 3. Vice Presidents 
                             must meet the requirements of Article V, Section 4. Upon a challenge of a nominee’s
                             qualifications, the President shall rule on the challenge and his ruling shall be final.

ARTICLE VIII
COMMITTEES

Section 1.        The President shall appoint chairs and vice chairs subject to the approval of the Executive

                             committee for the following standing committees: 

  • Awards and Nominations (a past President will chair)
  • Conference
  • Education Sector Committee
  • Finance Ways and Means
  • Historical
  • Legislative
  • Membership and Outreach
  • Standards, Training & CEMP (Certified Emergency Management Program)
  • Strategic Planning, Constitution and bylaws:Board of Directors, chaired by the President


Section 2.        The President, subject to approval of the Board of Directors, may appoint special committees
                             and such committees shall perform duties as may be defined. These committees serves at the
                             will of the President or successor.

ARTICLE IX
MEETINGS

Section 1.        The Association shall meet annually at a time and place to be fixed by the Board of Directors.
                             Special meetings may be called upon 2/3 majority of the Board of Directors as needed.
                             Meetings can be conducted through electronic media when appropriate. Written notice of 30
                             days must be given to the membership of all meetings.

ARTICLE X
FISCAL MATTERS

Section 1.        The fiscal year of the Association shall run July 1 through June 30

Section 2.        The Board of Directors shall develop a purchasing and procurement policy which and should
                             be followed when practical.  

ARTICLE XI
PARLIMENTARY AUTHORITY

Section 1.        Robert’s Rules of Order should be followed at all meetings

ARTICLE XII
AMENDMENTS

Section 1.        This constitution may be amended or changed at any regular meeting by a two-thirds vote of
                             the membership present and qualified to cast a vote,  provided that notice of such proposed
                             changes be circulated by mail or electronic means to all members at least 15 days prior to
                             said meeting.

Section 2.        In addition, the constitution and by-laws may be amended or changed at the meeting but only
                              by unanimous consent of the  members qualified to vote and present at the meeting.
ARTICLE XIII
STRATEGIC PLAN

Section 1.         There shall be an active and current five year strategic plan for the Association. It shall be the
                              responsibility of the Board of Directors to develop and update this plan. It shall be the
                              ultimate responsibility of the President to implement this plan.

ARTICLE XIV
DISSOLUTION

Section 1.          In the event of dissolution or liquidation of the Association, all assets and properties
                               remaining after all debits, obligations, and expenses have been paid will be donated to
                               an organization of tax exempt status as determined by the final Board of Directors.

 

Appendix

1. THE BILL HYDER AWARD

Description of Award:

This is the highest award for excellence in leadership to be presented by the Emergency Management Association of Tennessee. The award should be reserved for those individuals who have made significant contributions in leadership of emergency management activities, and who are credited with providing identifiable support for local and state government or industry disaster preparedness. Nominations for recipients will be accepted by the EMAT Awards and Nominations Committee throughout the year but not later than ninety days prior to the Annual Conference. Nominations are to be in writing outlining the justification. The EMAT President will present this award at the Annual Conference. The recipient or a family member must be present at the conference to receive the award. Recipients unable to attend the conference may request the award be presented during a ceremony with their senior supervisor or local government elected official.

Prerequisites for Nomination:

(a) The Nominee must be presently serving in a position of Director, Deputy Director, or Assistant Director of Emergency Management with local or state government, or as senior manager of Emergency Preparedness/Disaster Recovery in industry, in the State of Tennessee. Nominations of retired Directors/Managers are acceptable if the period of exceptional leadership occurred while the individual was active and filling a Director/Manger position.

(b) Must be an active member of EMAT

(c) Award will recognize sustained leadership performance over a period or may identify a specific event in which the nominee participated.

(d) Must have ten years active service in the Emergency Management career field. Service with professional volunteer or paid emergency response organizations supporting emergency management activities may be considered for a maximum of five years of the ten-year requirement.

(e) Must be proactive in support of local, state, and federal emergency management policies.

(f) Should be an active participant in EMAT activities to include serving as an officer of the Association, participating as a member of an appointed committee or special project assignment.

(g) The immediate supervisor or senior elected official of the nominee should be consulted, for their reviewing action, prior to final section.

(h) Award may be presented to family members of deceased directors or mangers for exceptional leadership providing all other prerequisites are met.

 

2. THE EMAT ACHIEVEMENT AWARD

Description Award:

This is the highest award for excellence in job performance to be presented by the Emergency Management Association of Tennessee. The award should be reserved for those individuals who have made significant contributions in improving emergency management administrative or response activities, and are credited with providing identifiable support for local and state government or industry disaster preparedness. Nominations for recipients will be accepted by EMAT Awards and Nominations Committee throughout the year but no later than ninety days prior to the Annual Conference. Nominations are to be in writing outlining the justification. The EMAT President will present this award at the Annual Conference. The recipient, or a family member, must be present at the conference to receive the award. Recipients unable to attend the conference may request the award be presented during a ceremony with their supervisor or local government elected official.

Prerequisites for Nomination:

(a) The nominee must be presently serving in a staff position with local or state government or as a member of Emergency Preparedness/Disaster Recovery in industry, in the state of Tennessee.

(b) Must be an active member of EMAT.

(c) Award will recognize sustained job performance over a period or may identify a specific event in which the nominee participated.

(d) Must have a minimum of one-year active service in the Emergency Management career field. Service with professional volunteer or paid emergency response organizations supporting emergency management activities may considered for a maximum of six months or the one-year requirement.

(e) Must be proactive in support of local, state, and federal emergency management policies.

(f) Should be an active participant in EMAT activities to include serving as an officer of the Association, participating as a member of an appointed committee or special project assignment.

(g) The immediate supervisor of the nominee should be consulted, for their reviewing action, prior to the final selection.

(h) Award may be presented to family members of deceased staff members for exceptional job performance providing all other prerequisites are met.

 

3. MEDIA AWARDS

Description of Awards:

There will be two separate awards: one for print media, the other for broadcast media, including radio or television. These awards should be reserved for newspaper, radio, or television station that has done a truly outstanding job in assisting local emergency management activities. Nominations for recipients will be accepted by the EMAT Awards Nominations Committee throughout the year, but not later than ninety days prior to the Annual Conference. Nominations are to be in writing outlining the justification. The EMAT President will present these awards at the Annual Conference. Recipients unable to attend may request the local EMA Director in their jurisdiction present the award later.

Prerequisites for Nomination:

(a) Recipient should be a bonafide news agency in Tennessee.

(b) The award is for coverage occurring within the past year.

(c) Recipient should have provided more than just the usual coverage of emergency management events, whether through feature stories or “EXTRA” coverage.

(d) Recipient should be consistently cooperative in agreeing to disseminate important information for the local emergency management agency to the public.

 

4. EMAT BUSINESS AND INDUSTRY RECOGNITION AWARD:

Description of Award:

This award is reserved for companies, or individuals employed by companies, who have made significant contributions toward improving or supporting emergency management activities and are credited with providing identifiable support for local and state government or industry disaster preparedness. Nominations for recipients will be accepted by the EMAT Awards Committee throughout the year, but not later than ninety days prior to the Annual Conference each year. Nominations are to be in writing outlining the justification. The EMAT President will present this award at the Annual Conference. Recipients unable to attend may request the local EMA Director in their jurisdiction present the award later.

Prerequisites for Nomination:

(a) Must be proactive in support of local, state, and federal emergency management policies.

(b) Award will recognize sustained leadership over a period or may identify a specific event in which the nominee participated.

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