Austin & Surrounding Area Mutual Aid (EDIR)

Rules, Regulations and Administrative Guidelines

Approved by The Council of Members of the

Austin & Surrounding Area Mutual AID EDIR

 March 29, 2026

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 in the EDIR is open to anyone that:

1.1.            Accepts the bylaws of the EDIR.

1.2.            Submits completed and signed Austin Area Mutual Aid EDIR Membership Registration Form, with a proof of residency by providing a copy of Texas Identification Card or driving license and is approved by the EC

1.3.            Pays the Membership Contribution, Replenishment Contribution and Administrative Contribution on a timely basis.

1.4.            Is present at the EDIR meetings.

1.5.            Lives in the City of Austin or its Surrounding Areas as specified under Article 2.9.

1.6.            Is 18 years or older.

1.7.            Children under 18 may be registered as dependents free of Membership Contribution and Replenishment Contributions and qualify for all the services and benefits associated with membership.

1.8.            Registration for membership is once and shall not be duplicated or transferred.

• 2.                  Membership Benefits
• 2.1.       When an EDIR Member loses a family member who is registered as a member of the EDIR, EDIR provides assistance set by the Council and outlined in this document.
• 2.2.          Scope of assistance to EDIR Members, be it financial and/or informational, is approved defined by Council based on recommendations of the Executive Committee.
• 2.3.      As of November 2015, financial assistance given to a designated family member is set at $16,000.00 (Sixteen 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.
• 2.4.               To replenish the Financial Assistance delivered, each member contributes $25.00 within thirty ninety days of payout, known as the Replenishment Contribution. For delinquent accounts, progressive disciplinary notice will be sent every month for three months including termination. The replenishment amount may change in the future if the Executive Committee recommends and the EDIR Council approves it.
• 2.5.          Membership benefits become effective six (6) months after date of registration. Registration Contributions must be paid in full.
• 2.6.          In order to receive assistance upon the death of a member of the EDIR:,
• • 2.6.1. Tthe designated beneficiary shall provide a signed written notice to the Executive Committee before any assistance is initiated.
  • 2.6.2. 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.
• 2.7.            If a member passes away outside the United States, an authenticated death certificate or TRUE COPY verified by the local US Embassy should be submitted to the Austin EDIR Executive Committee within three months. The Executive Committee may consider extending the deadline case by case basis in a situation where there is exceptional and unforeseen circumstance that caused the delay.
• 2.8.            Any designated representative who lost a loved one requires to submit death certificate within three months of the death, the EDIR is not obligated to make assistance after the deadline.
• 2.9.            Change of status:
• • a)      Any change in address, marital status, or adding/removing dependents must be submitted to the EDIR by filling the EDIR Status Change Form. The EDIR shall not be responsible for any issue that may arise due to failure to update the EDIR Personal Status Change Form.
  • b)      The authorized representative designated by the member on the EDIR Membership Registration Form or S status Change Form takes priority/precedence for benefit assistance  over assistance over any other document presented.                 
• 3.                  Membership Contribution
• 3.1.     The one-time contribution assessed for membership into the EDIR shall be one-hundred-twenty-five dollars ($125) plus ten dollars ($10.00) for annual administration fee per individual, effective May 1, 2026.
• 3.2.     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.
• 3.3.     Full payment of Membership Contribution shall be due upon registration for members registered as individuals. Partial payments of Membership Contributions, as defined below, are allowed for those with dependent who are unable to contribute in full for all members at the time of registration. One-third (1/3) of the contribution is due upon registration, and the remaining two-thirds (2/3) is to be paid within ninety (90) days of registration.
• 3.4.     Member, who wishes to contribute registration fees through installments, will not be refunded if he/she fails to complete the contribution.
• 3.5.     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.
• 3.6.     Each year in the month of January, every member shall contribute an administrative fee of $10. Administrative Contribution paid by new members at the time of registration shall be considered as contribution for the remaining months of the year in which the member was registered.
• 4.                  Procedures for Maintenance of the EDIR’s Funds
• 4.1            The EDIR is funded by a collection of contributions from its members. The Council maintains the fund is equal to or more than five times the amount it allocated to assist members.
• 4.2  The EDIR will have a bank account in its name. All contributions 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.
• 4.3  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 CommitteeCommittee, and the Treasurer.)
• 4.4  The internal auditor and Accountant shall ensure that the authorized signatories have approved all withdrawals from the EDIR’s bank account.
• 4.5  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 of $500 for minor day-to-day expenses.
• 5                     Qualification To be Member of the Council Secretariat, the following conditions need to be met.
• 5.1       The individual must be a member of this EDIR for at least five years,.
• 5.2       The individual must fulfill all his/her EDIR obligations on time and is in good standing,.
• 5.3       Must be endorsed by the majority of Council members without any objection, and.
• 5.4     Must have served as a Council Member for at least three years.
• 6              Duties and Responsibilities of Officers of the EDIR
• 6.1       President of the Council:
• 6.1.1  The President will chair and coordinate meetings of the General Assembly and the Council.
• 6.1.2  The President may attend meetings of the Executive Committee as a non-voting member.
• 6.1.3  The President will convey concerns of EDIR members to the Executive Committee.
• 6.2         Vice President of the Council
• 6.2.1        The Vice President acts on behalf of the President in his absence or when delegated.
• 6.2.2        Assists the President upon request by the President.
• 6.2.3      The Vice President is one of the signatories to the EDIR’s bank account.

• 6.3        Secretary of the Council
• 6.3.1   The Secretary will take minutes and record all decisions at meetings of the General Assembly of and the Council
• 6.3.2   The Secretary of the Council will maintain records of the terms of service of the Executive Committee
• 6.4 Council Meetings
• 6.4.1        Council shall meet once a year for its regular meeting and review the EDIR’s performance.
• 6.4.2        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.

7. Code of Conduct

 7.1 All Austin EDIR elected officials and officers must strictly adhere to the following Code of Conduct:

7.1.1 Each Council member must be ethical, in good standing with Austin EDIR bylaws and its rules and regulations and conduct themselves accordingly to continue to serve in their capacity.. 

7.1.2 Council and Executive Committee members shall not use Austin EDIR  to promote any religious, personal or political ideology while serving.. 

7.1.3 Austin EDIR  members shall not use Austin EDIR membership information, website or social media platforms to recruit members for any other purpose other than EDIR  related activities as, as Austin EDIR is a registered non-profit organization with no political (international or Domestic), ethnicity, religious or business affiliations. 

7.1.4 Any elected official or member found violating the Code of Conduct will be subject for disciplinary action up to expelling from Austin EDIR immediately. The Council shall determine by 2/3^rd vote the disciplinary course of action to be taken.

• 8.      Council Members and Officers
• 8.1   In order to be a member of the Council, the individual must be a member of this EDIR for at least two years.
• 8.2             Any Council member can resign at any time of his/her free will.
• 8.3   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.
• 8.4 Council members are prohibited from collecting or soliciting money privately on behalf of a grieving family, in contradiction to in the benefit already provided by the EDIR. 
• 8.5       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.
• 9             The Executive Committee:
• 9.1              Requirements to be a member of the Executive Committee
•   9.1.1   Each Executive Committee members must be endorsed and elected by majority Council members without any objection,..
• 9.1.2            Must be a member of the council for at least one term, and     
• 9.1.3        Must be in good standing in strictly adhering to with the EDIR Bylaws and Rules/Regulations.
• 9.2         Duty and responsibility of the Executive Committee
• 9.2.2        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.
• 9.2.3        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.
• 9.2.4        The Executive Committee shall present its annual report to the Council.
• 9.2.5        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.
• 9.2.6        Executive Committee may negotiate with various service providers that may have better value to EDIR members. The service to be provided should comply with the EDIR edirbylaws and these rules and regulation objectives.
• 9.1.2   The Executive Committee shall conduct and present an assessment of the membership count and funds held by the EDIR along with a recommendation to
• 9.2.7          the Council of Members for any adjustments in EDIR Financial Assistance payments or the amount of Replenishment Contributions of the EDIR.
• 9.2.8        Executive Committee verifies necessary documentations and makes benefit payments.    
• 9.3        Chairman of the Executive Committee
• 9.3.1       The Chairman shall lead, coordinate, and control the meeting of the Executive Committee.
• 9.3.2   The Chairman shall plan, lead, monitor and execute the administrative affairs of the EDIR in accordance with the bylaws.
• 9.3.3         The Chairman shall call a meeting of the Executive Committee as needed.
• 9.3.4  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.
• 9.3.5          The Chairman shall ensure that members of the Executive Committee have been notified in advance of meetings of the Executive Committee.
• 9.4         Vice Chairman of the Executive Committee         
• 9.4.1        Assist the Chairman when asked by the Chairman.
• 9.4.2        Acts on behalf of the Chairman in the absence of the Chairman.
• 9.4.3      Calls a meeting of the General Assembly when asked by the Council of Members.
• 9.4.4        Keeps records of forms completed by members of the EDIR and other reports.
• 9.4.5     The Vice Chairman is one of the signatories to the EDIR’s bank account.         
• 9.5     Secretary of the Executive Committee
• 9.5.1. Keeps an accurate record of meetings of the Executive Committee.
• 9.5.2 The Secretary will send a summary of decisions made at the Executive Committee meetings to members of the EDIR by e-mail.
• 9.5.3 The Secretary shall prepare agendas and record minutes for meetings of the Executive Committee.
• 9.5.4 The Secretary is one of the signatories to the EDIR’s bank account.
• 9.5.5       The Secretary shall conduct any other secretarial duties of the Executive Committee.
• 9.5.6 The Secretary will notify anyone impacted by decisions made by the Executive Committee.
• 9.5.7 The Secretary will maintain names and addresses of members of the EDIR.

9.6   Treasurer

9.6.1 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,.

9.6.2 The Treasurer keeps records of members that are (or are not) up to date on their contributions.

9.6.3The treasure shall make sure the contributions from members, be it replenishment or admin fee are separately and/or correctly dispersed in to each account

9.6.4 When the Executive Committee orders disbursement of EDIR Payments, the Treasurer makes payments to members according to these bylaws.

9.6.5  Collects contributions from members, issues receipts, and deposits all collections to the EDIR’s bank account.

9.6.6 Issues checks for payments by the EDIR according to the bylaws to members or other recipients as approved by the Executive Committee.

9.6.7 The Treasurer is one of the signatories to the EDIR’s bank account.

 9.6.8 The Treasurer ensures that all checks are signed by three required signatories as per section 12.3 of these bylaws.

9.6.9 The Executive Committee may assign an assistant treasurer in order to work with the treasurer.

9.7   Accountant

9.7.1 The accountant prepares the annual budget of the EDIR and presents the budget to the Executive Committee for approval.

9.7.2 The accountant maintains records of incomes/payments.

9.7.3 The accountant will notify the Public Relations officer of members that are delinquent on their membership dues.

9.7.4 The accountant will prepare a monthly report of income and expenses for the Executive Committee.

9.7.5 The accountant shall maintain the bank records of the EDIR and prepare an annual financial report.

9.7.6 The accountant shall prepare financial reports needed by governmental bodies.

• 9.8     Auditor

9.8.1 The Auditor will audit financial reports prepared by the accountant.

9.8.2 The Auditor shall examine the overall income and expenses, financial controls and records of the EDIR.

9.8.3 The Auditor will receive financial records of the EDIR from the Executive Committee and will assess whether they are kept in good order and prepare reports with evidence for meetings of the Council and the General Assembly.

• 10.  Audit Policy
• 10.1   Financial Audit shall be performed annually,
• 10.2   Documentation audit (status of the EDIR legal requirement) shall be audited every two years prior to the general assembly meeting.  
• 10.3 Both the Council and the Executive Committee meeting minutes shall be audited annually and all assigned tasks and decisions are executed accordingly.
• 10.4   A financial audit shall be performed every four years by an external auditor.
• 11. Communications Officer
• 11.1Promotes the EDIR, coordinates and implements programs aimed at increasing membership of the EDIR.
• 11.2   Assists new members with registration for membership and ensures that membership forms are accurately completed.
• 11.3 Sends reminders to members about making membership, replenishment, and administration contributions on a timely basis.
• 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.
• 11.5 All other communications to EDIR members with the exception of normal EDIR business as described above must be reviewed and approved unanimously by the Executive Committee.

12. Austin EDIR Website and Social Media Content Policy

12.1 All posts on the EDIR website or social media plat forms must be for EDIR business only.

12.2 All posts must be free from any political, religious, race or sexual  related messages.

12.3 No solicitation of any kind is allowed on the EDIR website or social media plat forms except EDIR related notifications.

12.4 No endorsement of any political organization, government policy, religion, race or ethnicity, nationality and businesses is prohibited

13  Sub-Committees

• 13.1 The following sub-committees shall be formed in order to advise, strengthen and safeguard the EDIR and assist the Council as well as the Executive Committee in all legal and communication related matters:.
• 13.1.1 Legal Committee
• • a)   A three-member committee that comprises of comprised one from the Executive Committee represented by the (Vice Chairperson of the EDIR Executive Committee, and two Council members preferably lawyers or with law background to assist the Council and the Executive Committee in all legal matters of the EDIR is hereby formed.
  • b) The Vice Chairperson of the Executive Committee shall led the legal his Committee.

13.1.2     Communication & Information Technology Committee

• 14              Members Responsibilities and Penalties

• 14.1       The responsibility of membership is a timely payment of contributions as described in Section 5.2 of the bylaws.
• 14.2        Each member has an obligation to pay a Replenishment Contribution and annual administrative contribution within 90 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 and admin fee after three notices and is late for over 180 days.
• 14.3        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. 
• 14.4        Any EDIR officers or Council members that violates article 4 of the bylaw shall be summoned to the Council for possible disciplinary action which includes removal from the position held.
• 15              Reinstatement of Membership after Termination
• 15.1        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.
• 15.2   Children who left the EDIR by the decision of their parents can register back as new members with the review and approval of EC.
• 16             Other items
• 16.1        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 dependent members.
• 16.2  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 2.4 of this document applies.
• 16.3     If a member voluntarily terminates membership in the EDIR, payments made to the EDIR will not be refunded.
• 17      Additions, Deletions and Amendments to the Rules, Regulations, and Administrative Policies
• 17.1 The Council can add new provisions through a two-third (2/3) majority vote, provided it doesn’t contradict or violate any provision(s) of the by-laws and these rules and regulations.
• 17.2 Changes, amendments, and/or deletions to existing and future provisions require a two-third (2/3) majority vote.

      END      

Foot note

Financial Assistance provided previously was $10,000 since October, 2014. It was raised to $12,000 as of2019 and to $16,000 as of March 18,2024, as approved by the EDIR Council.