Welcome To Austin Area Mutual Aid (EDIR) |
Austin Area Mutual Aid (EDIR):
Rules, Regulations & Administrative Guidelines
Approved by the Second Assembly on
January 29, 2017
Introduction:
As specified under the bylaw Declaration Document of the Austin Mutual Aid (EDIR), Article 9.2 and other related provisions, the Council draws its authority to set administrative policies, resolve benefits to members, establish rules and regulations to enforce its policies, institute performance standards to govern itself and council members, and further sets protocols to effect activities of the EDIR. No policy, rule, regulation and/or protocol shall contradict the bylaw Declaration Document. Any policy, rule and/or regulation is void if it is in conflict with the bylaws.
1. Membership Benefits:
1.1 When an EDIR Member loses a family member who is registered as a member of EDIR, EDIR provides assistance set by the Council and outlined in this document.
1.2 Scope of assistance to EDIR Members, be it financial and/or informational, is defined by Council based on recommendations of the Executive Committee.
1.3 As of November 2015, financial assistance given to a designated family member is set at $10,000.00 (ten thousand dollars) in order to help defray the financial burdens resulting from the death of a member. This amount may change in the future if recommended by the Executive Committee and approved by the Council.
1.4 To replenish the Financial Assistance delivered, each member contributes $25.00 within thirty days of payout, known as the Replenishment Contribution.
1.5 The replenishment amount may change in the future if the Executive Committee recommends and Council approves it.
1.6 Membership benefits become effective six (6) months after date of registration. Registration Contributions must be paid in full.
1.7 In order to receive assistance upon the death of a member of the Edir, the designated beneficiary shall provide a signed written notice to the Executive Committee before any assistance is initiated. Financial Assistance will be delivered within three days and the designated beneficiary signs a promissory document to submit the death certificate upon receipt of assistance.
2. Membership contribution:
2.1 The one-time contribution assessed for membership into the EDIR shall be twenty-five dollars ($25) times three totaling seventy five dollars ($75) plus ten dollars ($10.00) for annual administration fee per individual.
2.2 The Replenishment Contribution assessed to members to replenish the EDIR’s funds upon the disbursement of death benefits by the EDIR (EDIR Payment) shall be twenty-five dollars ($25.) per member.
2.3 Full payment of Membership Contribution shall be due upon registration for members registered as individuals.
2.4 Partial payments of Membership Contributions, as defined below, are allowed for those with dependant who are unable to pay in full for all members at the time of registration. One-third (1/3) of the payment is due upon registration, and the remaining two-thirds (2/3) is to be paid within ninety (90) days of registration.
2.5 Member, who wishes to pay registration fees through installments, will not be refunded if he/she fails to complete payment.
2.6 Members that register as a family and make partial payments for membership will not be considered members or receive any member benefits before the membership contribution is paid in full.
2.7 Each year in the month of January, every member shall pay an administrative fee of $10. Administrative Contribution paid by new members at the time of registration shall be considered as payments for the remaining months of the year in which the member was registered.
3 Procedures for Maintenance of the EDIR’s Funds:
3.1 The EDIR is funded by a collection of contributions from its members. The Council maintains the fund is equal to or more than three times the amount it allocated to assist members.
3.2 The EDIR will have a bank account in its name. All payments must be deposited into the EDIR’s bank account. Members may deposit their Membership, Replenishment and Administrative Contributions directly into the EDIR’s bank account. A receipt will be issued for deposits of membership dues when members present verification of their deposits.
3.3 All withdrawals of funds from the EDIR’s bank account shall require three of the four signatories (Vice President of the Council, Vice Chairman of the Executive Committee, Secretary of the Executive Committee and the Treasurer.)
3.4 The internal auditor and Accountant shall ensure that the authorized signatories have approved all withdrawals from the EDIR’s bank account.
3.5 All expenses of the EDIR shall be made by checks from the EDIR’s bank account. The Executive Committee shall maintain a petty cash fund for minor daytoday expenses.
4 Duties and Responsibilities of Officers of the EDIR:
4.1 President of the Council:
4.1.1 The President will chair and coordinate meetings of the General Assembly and the Council.
4.1.2 The President may attend meetings of the Executive Committee as a nonvoting member.
4.1.3 The President will convey concerns of EDIR members to the Executive Committee.
4.2 Vice President of the Council
4.2.1 The Vice President acts on behalf of the President in his absence or when delegated.
4.2.2 Assists the President upon request by the President.
4.2.3 The Vice President is one of the signatories to the EDIR’s bank account.
4.3 Secretary of the Council:
4.3.1 The Secretary will take minutes and record all decisions at meetings of the General Assembly and the Council.
4.3.2 The Secretary of the Council will maintain records of the terms of service of the Executive Committee members.
4.4 Council Meetings: Council shall meet once a year for its regular meeting and review the EDIR’s performance.
4.4.1 A special meeting of the Council may be called when two (2) of the three (3) Council Secretariat members agree, or when the Executive Committee requests, or if one third (1/3) of the Council members petition in writing for a meeting. Under conditions set in this provision, special meetings of the council shall be called within thirty (30) days.
5 Removal of Council Members and Officers:
5.1 Any Council member can resign at any time of his/her free will.
5.2 When a Council member fails to attend more than five (5) consecutive meetings without providing an adequate reason, the Council Secretariat may submit its recommendation to the council for a replacement. Additionally, if Council observes financial misconduct of a member or harmful activities of a member or members that are detrimental to the EDIR, Council may suspend one of its members through a two-third (2/3) majority vote and report at the next general assembly.
5.3 Council may remove an Executive Committee officer or officers for non-performance by a two-third (2/3) majority vote and may elect another Executive Committee member or members.
6 Executive Committee:6.1 The Executive Committee shall examine the annual financial report presented by the Accountant as well as review and approve the annual budget for the upcoming year.
6.2 The Executive Committee will prepare administrative procedures needed for operation of the EDIR in accordance with these bylaws and will implement these procedures upon approval by the Council of Members.
6.3 The Executive Committee shall present its annual report to the Council.
6.4 The Executive Committee shall examine and approve all administrative expenses of the EDIR. The Committee shall include all expenses in its report to the Council of Members.
6.5 Executive Committee may negotiate with various service providers that may have better value to EDIR members.
6.6 The Executive Committee shall conduct and present an assessment of the membership count and funds held by the EDIR along with a recommendation to the Council of Members for any adjustments in EDIR Financial Assistance payments or the amount of Replenishment Contributions of the EDIR.
6.7 Executive Committee verifies necessary documentations and makes benefit payments.
7 Chairman of the Executive Committee:
7.1 The Chairman shall lead, coordinate and control the meeting of the Executive Committee.
7.2 The Chairman shall plan, lead, monitor and execute the administrative affairs of the EDIR in accordance with the bylaws.
7.3 The Chairman shall call a meeting of the Executive Committee as needed.
7.4 The Chairman shall present reports on the state of the EDIR at the annual meeting of the Council of Members and meetings of the General Assembly.
7.5 The Chairman shall ensure that members of the Executive Committee have been notified in advance of meetings of the Executive Committee.
7.6 Vice Chairman of the Executive Committee
7.6.1 Assist the Chairman when asked by the Chairman.
7.6.2 Acts on behalf of the Chairman in the absence of the Chairman.
7.6.3 Calls a meeting of the General Assembly when asked by the Council of Members.
7.6.4 Keeps records of forms completed by members of the EDIR and other reports.
7.6.5 The Vice Chairman is one of the signatories to the EDIR’s bank account.
7.7 Secretary of the Executive Committee:
7.7.1 Keeps an accurate record of meetings of the Executive Committee.
7.7.2 The Secretary will send a summary of decisions made at the Executive Committee
meetings to members of the EDIR by email.
7.7.3 The Secretary shall prepare agendas and record minutes for meetings of the
Executive Committee.
7.7.4 The Secretary is one of the signatories to the EDIR’s bank account.
7.7.5 The Secretary shall conduct any other secretarial duties of the Executive Committee.
7.7.6 The Secretary will notify anyone impacted by decisions made by the Executive
Committee.
7.7.7 The Secretary will maintain names and addresses of members of the EDIR.
7.8 Treasurer:
7.8.1 The Treasurer will ensure that all monies collected from members are deposited to the EDIR’s bank account and that each member’s contribution is accurately reflected.
7.8.2 The Treasurer keeps records of members that are (or are not) up to date on their membership dues.
7.8.3 When the Executive Committee orders disbursement of EDIR Payments, the Treasurer makes payments to members according to these bylaws.
7.8.4 Collects contributions from members, issues receipts, and deposits all collections to the EDIR’s bank account.
7.8.5 Issues checks for payments by the EDIR according to the bylaws to members or other recipients as approved by the Executive Committee.
6.10.6 The Treasurer is one of the signatories to the EDIR’s bank account.
7.8.7 The Treasurer ensures that all checks are signed by three required signatories as per section 12.3 of these bylaws.
7.9 Accountant:
7.9.1 The Accountant prepares the annual budget of the EDIR and presents the budget to the Executive Committee for approval.
7.9.2 The Accountant maintains records of incomes/payments.
7.9.3 The Accountant will notify the Public Relations officer of members that are delinquent on their membership dues.
7.9.4 The Accountant will prepare a monthly report of income and expenses for the Executive Committee.
7.9.5 The Accountant shall maintain the bank records of the EDIR and prepare an annual financial report.
7.9.6 The Accountant shall prepare financial reports needed by governmental bodies.
7.102 Auditor:
7.10.1 The Auditor will audit financial reports prepared by the Accountant.
7.10.2 The Auditor shall examine the overall income and expenses, financial controls and records of the EDIR.
7.10.3 The Auditor will receive financial records of the EDIR from the Executive Committee and will assess whether or not they are kept in good order and prepare reports with evidence for meetings of the Council and the General Assembly.
7.11 Public Relations Officer:
7.11.1 Promotes the EDIR, coordinates and implements programs aimed at increasing membership of the EDIR.
7.11.2 Assists new members with registration for membership and ensures that membership forms are accurately completed.
7.11.3 Sends reminders to members about making membership, replenishment and administration contributions on a timely basis.
7.11.4 Notifies members about all affairs related to the administration of the EDIR, follows up and confirms receipt of regular communication by members of the EDIR.
8 Responsibilities and Penalties:8.1 The responsibility of membership is a timely payment of Contributions as described in Section 5.2 of the bylaws.
8.2 Each member has an obligation to pay a Replenishment Contribution within 30 days of notification. The Executive Committee shall recommend to council for suspension or termination of any member who fails to contribute toward the membership assistance fund after three notices and is late for over 90 days.
8.3 Each member has an obligation of a yearly contribution of $10 due in January of each year to help defray the administrative cost of membership services. An additional fee of five dollars ($5) shall be assessed for every six (6) months that a member fails to contribute.
8.4 Reinstatement of membership after termination:
Any individual whose membership has been terminated due to delinquency may reinstate his/her membership by registering as a new member after making registration payments together with past due amounts.
8.5.1 Other items:
8.5.2 If a member relocates out of the Austin and/or its surrounding areas, he/she may continue his / her membership without the privileges of adding new dependant members.
8.5.3 When a member moves out of Austin and/or its surrounding areas, he/she is expected to meet all financial contributions on time. Those who fail to meet their obligations; Article 8.2 of this document applies.
8.5.4 If a member voluntarily terminates membership in the EDIR, payments made to the EDIR will not be refunded.
9. Additions, Deletions and Amendments to the Rules, Regulations and Administrative Policies
9.1 The Council can add new provisions through a simple majority vote.
9.2 Changes, amendments, and/or deletions to existing and future provisions require a two-third (2/3) majority vote.
___END___