OF WEST VIRGINIA ASSOCIATION
OF HOUSING AGENCIES
NAME AND SEAL
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.
Association is organized for the following purposes:
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.
provide a clearinghouse for the exchange of ideas and experience toward
a more complete understanding of public, assisted and affordable housing
and redevelopment activities.
promote cooperation between local housing agencies, and appropriate
federal, state, and local agencies on affordable housing issues,
including but not limited to:
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.
effect federal and state legislation for the advancement of public and
assisted housing, affordable housing, and redevelopment.
encourage the private construction of housing for low and moderate
income families and encourage the public and private upgrading of urban
and rural areas.
improve expertise in the Housing field by sponsoring educational
meetings and workshops and encouraging networking and communication
between housing agencies.
1 - Membership Eligibility
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.
2 - Type of Members
A. Voting Members -
Any legally constituted and dues paying Housing and Redevelopment Authority.
B. Associate Members - (without voting privileges)
be any organization or person who is interested in contributing to he
objectives of the Association.
C. Honorary Members -
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
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.
1 - Annual Meetings
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.
2 - Special Meetings
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
3 - Quorum
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 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.
1 - Dues
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:
OF HOUSING UNITS
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:
C. Honorary Members and Lifetime Members:
dues will be applicable each fiscal year of the Association and payable
during the month of June when billed by the Treasurer.
BOARD OF DIRECTORS
1 - Number
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.
2 - Nominations
to Article VII, Section 2.
3 - Election and Tenure
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)
4 - Vacancies
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.
5 - Quorum
majority of the Board of Directors shall constitute a quorum for the
transaction of business.
6 - General Powers
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.
7 - Removal From Office
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.
8 - Special Meetings
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.
9 - Action Without a Meeting
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.
1 - Number
officers of the Association shall be the President, Vice-President,
Secretary and Treasurer, no two of whom shall be associated with the
2 - Nomination
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.
3 - Election and Tenure
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.
4 - Removal and Vacancies
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.
5 - President
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
6 - Vice-President
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.
7 - Secretary
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
8 - Treasurer
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.
1 - Standing Committees
President shall appoint the following standing committees and the
Committees shall hold office concurrent with the Officers of the
2 - Special Committees
the President may appoint committees, at his discretion, to deal with
specific events or issues.
committees shall hold office concurrent with the Officers of the
3 - Change in number and scope of
in Number and Scope of Committees may be made from time to time by the
Board of Directors upon recommendation of the President.
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.
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.
CHECKS AND DRAFTS
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.
INDEMNIFICATION OF OFFICERS, DIRECTORS, AND AGENTS
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
BOOKS AND RECORDS
1 - Records
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
2 - Audit
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.
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.
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.
amendment shall become effective upon adoption.
Virginia Association of Housing Agencies
Scholarship Trust Fund By-Laws
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.
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
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.
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.
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
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.
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.