West Virginia Association of Housing Agencies - WVAHA.org


The Association

BY-LAWS
OF WEST VIRGINIA ASSOCIATION
OF HOUSING AGENCIES

 ARTICLE 1
NAME AND SEAL

The name of this organization shall be the West Virginia Association of Housing Agencies, hereinafter called the "Association" whose principal office shall be the office of, or a location designated by, the current president of the association.

The seal of the Association shall have inscribed thereon the name of the Association and the words SEAL OF THE WEST VIRGINIA ASSOCIATION OF HOUSING AGENCIES.

ARTICLE II
OBJECTIVES

This Association is organized for the following purposes:

To foster and promote the interests of public housing and assisted housing, to promote decent, safe and affordable housing, and the redevelopment and renewal of blighted areas in the State of West Virginia.

To provide a clearinghouse for the exchange of ideas and experience toward a more complete understanding of public, assisted and affordable housing and redevelopment activities.

To promote cooperation between local housing agencies, and appropriate federal, state, and local agencies on affordable housing issues, including but not limited to:

Working for improvement in administrative practices and policies relative to planning, construction, and management of low-rent and affordable housing in the State of West Virginia.

To effect federal and state legislation for the advancement of public and assisted housing, affordable housing, and redevelopment.

To encourage the private construction of housing for low and moderate income families and encourage the public and private upgrading of urban and rural areas.

To improve expertise in the Housing field by sponsoring educational meetings and workshops and encouraging networking and communication between housing agencies.

ARTICLE III
MEMBERSHIP

Section 1 - Membership Eligibility

Any legally constituted and dues paying, housing, redevelopment, community development, rehabilitation, and rental assistance agency and "any other agency involved in the promotion of affordable homeownership and rental housing, organized and existing under the laws of the State of West Virginia shall be eligible for membership in the Association.

Section 2 - Type of Members

A.   Voting Members -

 Any legally constituted and dues paying Housing and Redevelopment Authority.

B.   Associate Members - (without voting privileges)

Shall be any organization or person who is interested in contributing to he objectives of the Association.

C.    Honorary Members -

Honorary Members (without voting privileges) may be nominated by the Board of Directors and ratified by the membership for outstanding service to the cause of affordable housing.  Honorary members will be eligible for participation in all  Association activities.  Retired honorees may attend at no cost, excluding their travel and lodging.

D.     Lifetime Member

Lifetime Members (without voting privileges) would be limited to (1) past presidents of WVAHA and (2) anyone who has been a member of WVAHA for twenty (20) years or more and who is no longer active in a Housing related or community development  agency.  No dues will be collected from these members.  Retired lifetime members may attend any Association activity at no cost, excluding their travel and lodging.

ARTICLE IV
MEETINGS

Section 1 - Annual Meetings

The association shall hold two (2) regular meetings per year, one of which shall be designated as the annual meeting, and the other designated as a workshop each at a time and place to be determined by the Board of Directors, which shall notify the membership of the time and place of such meeting not less than forty-five (45) days prior to the designated date.  The Board of Directors shall have the power to change the place of meeting; however, reasonable notice of any changes in the time and place of the meetings and cause of the change shall be given the membership.

Section 2 - Special Meetings

Special meetings of the Association may be called by the President, by a majority of the Board of Directors, or upon the written request of nine (9) or more Association members directed to the Secretary.  The written notice of such special meetings shall state the purpose of the meeting and shall be distributed to each member at least fifteen (15) calendar days prior to the date of such meeting.  Action taken at a special meeting shall be restricted to the business announced in said notice of such meeting.  In the event, however, that the attendance at such special meeting comprises at least a majority of the total voting membership, then upon the majority vote of those present, a special meeting may be changed to a regular meeting, permitting action on general business other than that which has been specified in the aforesaid notice of special meeting.

Section 3 - Quorum

The presence in person or by proxy of a majority of voting members of the association shall constitute a quorum for a regular or special meeting.

VOTING AND PROXY  

Each voting member whose agency is in good standing in the association (has paid current annual dues) at the time of the meeting shall have one (1) vote.  The vote of such voting member shall be cast by the representative designated by such agency.  In the event an agency representative cannot be present at the meeting, such representative may cast their agency vote by proxy by providing the person who is to cast such proxy vote with written authorization which shall be presented to the presiding officer of the meeting prior to the convening of such meeting.

ARTICLE V
DUES

Section 1 - Dues

The dues for membership in the Association shall be established by a majority vote of the Board of Directors of the Association as required to meet overall goals of the association.  The dues established effective for June 1, 2002  are as follows:

A.      Voting Members:

NUMBER OF HOUSING UNITS

Less than 200 Units             $200.00 per year
200 - 500 Units                   $300.00 per year
500 - 1,000 Units                $600.00 per year
More than 1,000 Units         $850.00 per year

B.     Associate Members:

$150.00

C.     Honorary Members and Lifetime Members:

None

These dues will be applicable each fiscal year of the Association and payable during the month of June when billed by the Treasurer.

ARTICLE VI
BOARD OF DIRECTORS

Section 1 - Number

The Board of Directors of the Association shall consist of the Association's President, Vice-President, Secretary, Treasurer, Immediate Past President, a Representative of the Commissioners, and three voting members represented by Congressional District, from the Association qualified to serve pursuant to these By-Laws; no two of whom shall be associated with the same housing agency.

Section 2 - Nominations

Refer to Article VII, Section 2.

Section 3 - Election and Tenure

The election of directors shall be held at the annual meeting of the Association held in odd-numbered years and all terms shall begin on the day subsequent to the conclusion of the annual meeting in odd-numbered years.  Term - two (2) years.

Section 4 - Vacancies

Any vacancy occurring on the Board of Directors shall be filled for the unexpired term by the affirmative vote of a majority of the remaining Directors without undue delay at its annual meeting or at a meeting especially called for that purpose.

Section 5 - Quorum

A majority of the Board of Directors shall constitute a quorum for the transaction of business.

Section 6 - General Powers

The Board of Directors shall have the authority to manage the affairs, business and exercise the powers, privileges and franchise of the Association as they may deem expedient for the interest of the Association, subject to the by-laws and such policies and directions as may be prescribed from time to time by the membership.

Section 7 - Removal From Office

Any one or more Directors may be removed from office, with or without cause, by the affirmative vote of a majority of the voting members present at any membership meeting with respect to which notice of such purpose has been given.  Removal will be automatic when a Director ceases to be employed by a member agency of the Association.

Section 8 - Special Meetings

Special meetings of the Board of Directors may be called at any time by the President or by the majority of the Directors.  Notice of special meetings shall in addition specify the business to be brought before the Board.

Section 9 - Action Without a Meeting

Any action required by law or permitted to be taken at any meeting of the Board of Directors may be taken without a meeting by majority consent, setting forth the action so taken.  Such consent shall have the same force and effect as a unanimous vote of the Board of Directors and shall be filed with the secretary and recorded in the minute book of the association.

ARTICLE VII
OFFICERS

Section 1 - Number

The officers of the Association shall be the President, Vice-President, Secretary and Treasurer, no two of whom shall be associated with the same agency.

Section 2 - Nomination

Not less than ninety (90) days prior to the annual meeting of the Association, the President shall appoint a Nominating committee consisting of one (1) Board member and three (3) voting members of the Association for the purpose of soliciting suggestions from the membership association for Officers and Board Nominees for election at the annual meeting.  Not less than thirty (30) days before the annual meeting, the Secretary shall notify each eligible voter of the nominees selected by this committee and that nominations may be made by the membership, provided it is made by letter bearing the names of the nominees and stating that the nominee was advised his/her name was being submitted and further, the letter must be received by the Secretary at least five (5) days before the annual meeting in order that he/she may certify the nominees are members in good standing.  In the event a certified candidate withdraws his/her nomination prior to the annual meeting and there are no other candidates for the particular office, the President may accept nominations from the floor, provided the nominee is present, accepts the nomination and the Secretary can certify the nominee is a member in good standing.

Section 3 - Election and Tenure

The election of officers shall be held at the annual meeting of the Association held in odd-numbered years.  The term of office shall be two (2) years, and all terms shall begin on the day subsequent to the conclusion of the annual meeting in odd-numbered years and each is to serve a term of two (2) years or until a successor is selected and qualified, or until the early resignation, removal from office, or death of such officer.

Section 4 - Removal and Vacancies

The President and any officer of the Association may be removed from office by the affirmative vote of a majority of members whenever in their judgment the best interest of the Association will be served thereby.  The removal shall be deemed to the automatic when an officer ceases to be employed by a member of the Association.  Any vacancy in any office occurring for whatever reason may be filled for the unexpired term by the affirmative vote of a majority of the Board of Directors.

Section 5 - President

The President shall be the Principal officer of the Association and shall supervise the business and affairs of the Association, and preside at all meetings of the Board of Directors and at all meetings of the members at which he/she is present. The President will serve as an ex-officio member of all committees.  The President shall keep the Board of Directors fully advised of the affairs and condition of the Association pursuant to such policies as may be prescribed from time to time by the Board of Directors.  The President shall represent the Association as its representative on the SERC-NAHRO executive committee and all related committees.

Section 6 - Vice-President

The Vice President shall perform the duties of the President in the absence or incapacity of the President, and in the event of resignation or incapacity, the Vice-President shall perform such duties as are imposed on the President until such time as the Board of Directors of the Association shall elect a President to complete the unexpired term.  The Vice-President shall, in general, have such other powers and perform such other duties as may, from time to time, be assigned to him/her by the President or the Board of Directors.

Section 7 - Secretary

The Secretary shall keep records of the proceedings of all meeting of the members and Board of Directors; shall give and serve all notices of the Association; shall attend to all correspondence assigned by the President; maintain the updated membership list address and shall perform such other duties as may be assigned by the Board of Directors and President.

Section 8 - Treasurer

The treasurer shall have custody of and be responsible for all funds and securities of the Association and will keep all of the books and records giving adequate and correct accounting of the funds and business transactions of the Association, and shall deposit all funds in the name and to the credit of the Association in such depositories that may be designated by the Board of Directors.  The Treasurer shall cause the funds of the Association to be disbursed when such disbursements have been duly authorized and shall render to the President and the Board of Directors, whenever requested, an account of all transactions as the treasurer and of the financial condition of the association.  The Treasurer shall, in general, have such other powers and perform such other duties as may, from time to time, be assigned to that office by the Board of Directors or the President.

ARTICLE VII
COMMITTEES

Section 1 - Standing Committees

The President shall appoint the following standing committees and the chairpersons thereof:

  • Professional Development

  • Housing Maintenance

  • Legislative

  • By-Laws

  • Scholarship

  • Nominating

  • Insurance

Such Committees shall hold office concurrent with the Officers of the Association.

Section 2 - Special Committees

Annually, the President may appoint committees, at his discretion, to deal with specific events or issues.

Such committees shall hold office concurrent with the Officers of the Association.

Section 3 - Change in number and scope of committees

Changes in Number and Scope of Committees may be made from time to time by the Board of Directors upon recommendation of the President.

 

ARTICLE IX
DIVIDENDS PROHIBITED

No dividends shall be paid and no part of the income of the Association shall be distributed to its members, Directors, or Officers, except that the Association shall pay to the Secretary and Treasurer expenses incurred in the performance of their duties, and shall reimburse the person designated as the SERC-NAHRO representative and persons designated to represent WVAHA on SERC-NAHRO and NAHRO Committees for expenses to SERC or NAHRO meetings in order to represent WVAHA, and may, with prior agreement of the Board, reimburse individual housing authorities or agencies for postage, telephone calls, paper, etc., used in work performed for WVAHA, such as convention duties, workshop planning, etc.  No other member, Director, or Officer shall be entitled to receive any compensation for services rendered to the Association.

ARTICLE X
CONTRACTS, ETC.

The power to undertake and enter into contracts approved by the Board of Directors, and to make expenditures for and on behalf of the association shall be vested in each person or persons as the Board of Directors may from time to time designate.

ARTICLE XI
CHECKS AND DRAFTS

Checks and drafts of the Association shall be signed by the President. In addition to the President, the Treasurer or such Officer or Officers or such other person as the Board of Directors may from time to time designate by resolution to sign checks with the President.

ARTICLE XII
INDEMNIFICATION OF OFFICERS, DIRECTORS, AND AGENTS

Under the circumstances described in and to the extent permitted by the laws of the State of West Virginia, the Association shall fully indemnify and otherwise protect its Officers, Directors, employees and agents.

ARTICLE XIII
BOOKS AND RECORDS

Section 1 - Records

The Association shall keep correct and complete books and records of account and shall keep minutes of the proceedings of its members, Board of Directors, and committees having any authority of the Board of Directors.  A roster listing the names and addresses of the members of the Association entitled to vote shall be kept in the office of the Secretary of the Association.  All books and records of the Association may be inspected by any member, or their agent or attorney, for any proper purpose at any reasonable time.

Section 2 - Audit

The Associations fiscal year shall end on September 30 of each year, and books and records shall be audited at the end of each fiscal year by an independent public accountant approved by the Board of Directors.

ARTICLE XIV
AMENDMENTS

All By-Laws of the Association may be altered, amended, or added to by a two-thirds vote of all of the members then present and eligible to vote at any annual or special meeting of said members.

Due notice in writing of a proposed amendment must be mailed to each member not less than ten (10) days prior to the date for such meeting.

Said amendment shall become effective upon adoption.

West Virginia Association of Housing Agencies
Scholarship Trust Fund By-Laws

SECTION 1 - TRUSTEES.  The West Virginia Association of Housing Agencies= Scholarship Trust Fund, hereinafter referred to as "Scholarship Fund", shall be established for the purposes set forth herein.  It shall be administered by three Trustees appointed by the West Virginia Association of Housing Agencies upon the recommendation of the President, hereinafter referred to as the Association.  Trustees shall be appointed for three-year terms, except that the original Trustees shall be appointed for terms of one, two and three years.  A Trustee shall serve for one term only, except that the original one- and two-year Trustees may be appointed for one additional three-year term.

SECTION 2 - FUNDS.  The Association shall from time to time contribute such funds to the Scholarship Fund as may be authorized by the by-laws of the Association.  In addition, the Scholarship Fund may accept contributions from other persons, firms or corporations.  No portion of the funds so contributed shall be spent.  The interest income shall be used for any purpose stated herein, and the income may be used only as specified herein.  In addition to the grant of funds from the income for scholarships, the Trustees may expend such sums from income as are necessary for expenses, such as stationery, telephone calls and like administrative costs, but the amounts so used shall be kept to the absolute minimum.

SECTION 3 - SCHOLARSHIPS. The Scholarship Committee shall use the available funds to provide a maximum of five (5) new scholarship awards annually; two scholarships shall be awarded to dependents of and/or tenants of Public Housing (designated as the SERC-NAHRO Scholarship and Jennings Randolph Scholarship); a minimum of one and maximum of two to dependents of Housing Authority employees (designated as Russell Bibbee WVAHA Scholarship); and, one scholarship to an employee of a Public Housing Authority (designated as PHA Employee Scholarship).  The amount of such scholarships are to be determined by the Trustees, following recommendation of the Treasurer, but the determination of the persons to receive such scholarships shall be made by the WVAHA Scholarship Committee.  In addition to the qualifications set forth above, all applicants shall be residents of the State of West Virginia, except in the case where a dependent of an employee, or the employee lives out of the State of West Virginia, and shall be high school graduates or is the recipient of a General Education Development Certificate.  The Scholarship Committee may set out other qualifications, but the award of scholarships shall be made without regard to sex, race, creed, color or national origin.  The Scholarship Committee shall determine when applications will be received, the information to be contained in such applications, and the distribution method of the awards.

In addition to matters set forth herein, scholarships shall be granted on the basis of criteria as established and adopted by the Scholarship Committee.   The Committee shall determine the manner in which the scholarship grants are made (whether in cash to the applicant, whether by payment direct to the educational institution, etc.).  At each meeting of the Association , the Trustees, in association with the Treasurer, shall give a report as to the financial status of the Scholarship Fund, and the Scholarship Committee shall report all grants which have been made, including to persons to whom made and the amount of each grant.

SECTION 4 - INVESTMENT OF FUNDS.  Any funds deposited in banking institutions shall be in accounts insured by the Federal Deposit Insurance Corporation or other like federal agency.  Any funds which are invested in securities shall be invested only in securities which meet the requirements of Section 44-6-2 of the Code of West Virginia pertaining to the investment of trust funds by fiduciaries.

The Association may require that the Trustees be bonded in an amount sufficient to cover any funds which may be under the control of the Trustees, and in such case the premium for the fidelity bond shall be paid from the income of the Scholarship Fund.  The Association may, in addition, require that the Scholarship Fund be audited annually, as part of the Association's financial records, by a qualified accounting firm.  In such case, the prorated fees for such audit shall be paid from the income of the Scholarship Fund.

SECTION 5 - TERMINATION OF SCHOLARSHIP FUND.  In the event the Scholarship Fund shall be terminated for any reason, all assets of the Scholarship Fund shall revert to the Association's general fund.

 

 

 

Contact WVAHA

520 Goshorn Street
South Charleston, WV 25309
Phone: (304) 768-9315
Email WVAHA
Ms. Madelyn K. Dotson, President of WVAHA

Scholarships

Download the 2016 Scholarship Application

WVAHA Downloads

2015 Annual Conference -
Members Registration Packet
2015 Annual Conference - Exhibitors Registration Packet
2014 WVAHA
Housing Position Paper
as PDF
2013 WVAHA
Collection Newsletter
as PDF

WV Affordable Housing Partnership White Paper on Housing Needs as PDF