UAMS MEDICAL CENTER AUXILIARY BYLAWS Founded 1958 Revised 1999
ARTICLE I
Name
The organization shall be known as the UAMS MEDICAL CENTER AUXILIARY.
ARTICLE II
Purpose
SECTION I.
Purpose
The purpose of this organization shall be to promote, improve and advance the welfare of The University Hospital of Arkansas and the health and comfort of its patients through ways approved by the Director of the Hospital. This purpose shall be accomplished by Volunteer Services and gifts for the benefit of patients, visitors, and staff and by conveying to the public the methods of operation of the hospital, its needs, and its place in the health care field.
SECTION II.
Income Tax Resolution
“This organization is organized exclusively for charitable and educational purposes, including for such purposes, the making of distributions to organizations that qualify as exempt organizations under section 501 C 3 of the Internal Revenue Code of 1954 (or corresponding provision of any future United States Internal Revenue Law). No part of the net earnings of the organization shall inure to the benefit of or be distributed to its members, directors, officers or other private persons except that the organization shall be authorized and empowered to pay reasonable compensation for services rendered and to make payments and distributions in furtherance of the purposes set forth in the preceding paragraph. No substantial part of the activities of the organization shall be the carrying on of propaganda, or otherwise attempting to influence legislation and the organization shall not participate in, or intervene in (including the publishing or distribution of statements) any political campaign on behalf of any candidate for public office. Notwithstanding any other provision of these articles, the organization shall not carry on any other activities not permitted to be carried on (a) by an organization exempt from Federal income tax under section 501 C 3 of the Internal Revenue Code of 1954 (or the corresponding provision of any future United States Internal Revenue Law) or (b) by an organization contributions to which are deductible under section 170 (c) 2 of the Internal Revenue code of 1954 (or the corresponding provision of any future United States Internal Revenue Law). Upon dissolution of the organization, the Board of Directors shall, after paying or making provision for the payment of all the liabilities of the organization, dispose of all the assets of the organization exclusively for the purposes of the organizations in such manner, or to such organization or organizations organized and operated exclusively, for charitable and educational purposes, as shall at the time qualify as an exempt organization or organizations under section 501 C 3 of the Internal Revenue Code of 1954 (or corresponding provision of any future United States Internal Revenue Law) as the Board of Trustees shall determine.”
ARTICLE III
Membership
SECTION I.
Membership
Membership shall be open to all men and women, regardless of race, color, creed or handicap, who have a desire to give volunteer services and/or gifts, to The University Hospital of Arkansas and who comply with prescribed procedures as required by this Article.
SECTION II.
Types of Members
There shall be the following types of members:
a.Active Members shall be eighteen years of age or older and may actively
participate in the Auxiliary or Volunteer Programs, and shall pay dues each year. Active Members in good standing shall have the right to vote,
participate in meetings and hold office.
b. Joint membership will be for husband and wife.
c.Corporate members shall be businesses or corporations with dues paid annually.
d. Lifetime Members are members who pay a one time fee. They have all
the privileges and responsibilities as an Active member. Lifetime
members may also be honorary and awarded at the discretion of the
Auxiliary.
SECTION III.
Dues
Amount of dues will be established on a yearly basis by a majority vote of the executive board. This shall be done prior to the written notification to members of the new year’s dues being payable.
ARTICLE IV
Meetings
SECTION I.
General Meetings
There shall be a minimum of two general meetings of the Auxiliary each year in addition to the Annual Meeting. Fifteen members present shall constitute a quorum.
SECTION II.
Annual Meeting
The Annual Meeting shall be held in the Spring of each year, at which time officers will be installed.
SECTION III.
Board of Directors
The Board of Directors shall meet as deemed necessary with a minimum of four meetings a year. A majority of the members of the Board shall constitute a quorum.
SECTION IV.
Special Meetings
Special meetings of the Board of Directors may be called by the President for the transaction of business and must be called at the request of the Board of Directors or at the written request of any five (5) members of the Board. The time and place of such special meetings shall be made known to each member of the Board. The only business transacted shall be that for which the meeting was called.
SECTION V.
Board Meeting Attendance
All Board Members shall attend the Board Meetings or send a representative.
ARTICLE V
Officers
SECTION I.
Officers
Officers shall be: President, President-Elect,Vice President of Membership, Vice President Programs, Vice President Gift Shop, Treasurer, Secretary, Historian and Parliamentarian.
SECTION II.
Gift Shop Vice President
The Gift Shop Vice President shall be selected from those individuals who
are actively volunteering in the Gift Shop.
SECTION III.
Election and Tenure
Officers shall be elected at the first General Meeting held after December
31, and be installed at the Spring Annual Meeting. The tenure of office shall be the same as the fiscal year. Officers shall not be eligible to serve in the same office for more than two consecutive years, except by decision of the Executive Committee.
SECTION IV.
Vacancies
Any vacancy occurring among the elected Officers prior to an election shall
be filled by the vote of the Board of Directors from candidates presented by the Nominating Committee and approved by the Hospital Director, or the delegate.
ARTICLE VI
Duties of Officers
SECTION I.
President
The President shall be Chief Executive Officer, Chairman of the Board of
Directors, and of the Executive Committee. The President shall have supervision of the general management and welfare of the Auxiliary. The President shall appoint the Chairmen of all standing and special committees as occasion may demand. The President shall be ex-officio member of all committees except the Nominating Committee. The President shall present a report on the activities of the Auxiliary annually to the Hospital Director or the delegate, to the Auxiliary membership and place on file a written report in the Volunteer office. The President shall represent the Auxiliary at all activities of the Arkansas Hospital Auxiliary Association. The President shall appoint someone to install the incoming Officers for the following year.
SECTION II.
President-Elect
The President-Elect shall serve with the President and shall in the absence
or resignation of the President, perform the general duties of the President. The President-Elect shall serve as ex-officio member of all committees. The President-Elect shall assist the President with public relations.
SECTION III.
Vice President of Membership
The Vice President of Membership shall be responsible for the design and content of membership letters to Auxiliary members, the families of students, new faculty, volunteers, members of the community and previous Auxiliary members. The Vice President shall be responsible for sending packets to faculty and staff as they are appointed, and contacting them upon their arrival.
SECTION IV.
Vice President of Programs
The Vice President of Programs shall be responsible for planning programs
for the Annual and at least two General Meetings per year, and shall send thank you letters to guest speakers.
SECTION V.
Vice President of the Gift Shop
The Vice President of Gift Shop shall serve as Chairman of the Gift Shop
Committee and appoint two (2) additional members to the committee with the Board’s approval before the Annual Meeting. The Vice President shall fill all vacancies to the Gift Shop Committee with the approval of the Board. The Gift Shop Committee shall consult with the Hospital to fill any paid positions in the Gift Shop.
SECTION VI.
Treasurer
The Treasurer shall be custodian of the funds of the Auxiliary and pay all
bills. The Treasurer shall make a complete report of all receipts and expenditures at General and Board Meetings of the Auxiliary. The signature of the President, Treasurer and Director of Volunteer Services/Auxiliary shall be registered at the bank for the purpose of signing all checks. All checks must be signed by any two (2) of the designated signatures, according to the current resolution on file at the bank. The treasurer shall arrange and be chairman of the Budget Committee. The Treasurer must furnish all books and records yearly for audit.
SECTION VII.
Secretary
The Secretary shall take the minutes of each General and Board Meeting of
the Auxiliary and see that the minutes are mailed to Board members before the next meeting. The Secretary shall submit a copy of the minutes to the President, Newsletter Chairman and Director of Volunteer Services/Auxiliary. A permanent copy will be kept on file by the Secretary, the President and the Volunteer Office. The Secretary shall also take care of all general correspondence of the Auxiliary. A record of all official communications sent and received shall be kept in a permanent file.
SECTION VIII.
Historian
The Historian shall take pictures and clip articles of Auxiliary activities
throughout the year and assemble them in a folder to be kept in the Volunteer Office.
SECTION IX.
Parliamentarian
The Parliamentarian shall be familiar with Robert’s Rules of Order,
Revised, and these by-laws and answer any parliamentary questions.
ARTICLE VII
Board of Directors
SECTION I.
Board of Directors
The Board of Directors shall consist of the Executive Committee of the
Auxiliary, other elected Officers and the Chairmen of all standing Committees.
SECTION II. Absences
When a member of the Board is absent for three consecutive meetings
without a reason acceptable to the Executive Committee, the position shall be declared vacant and the occupancy shall be filled.
ARTICLE VIII
Committees
SECTION I.
Executive Committee
The Executive Committee shall act for the Board during the interim
between meetings and may take any action needed. Action of the Executive Committee shall be subject to ratification by the Board of Directors. The Executive Committee shall consist of the President, President-Elect, Secretary, Treasurer, Immediate Past President, and the Director of the Hospital, or delegate, who shall serve in an ex-officio capacity. Minutes shall be taken.
SECTION II.
Nominating Committee
The Nominating Committee shall be appointed by the President and consist
of five (5) members -two (2) from the Board, two (2) from the General Membership and the immediate past President who shall serve as Chairman. This committee, appointed to serve throughout the current year, will present for election a slate of officers at the first General Meeting after December 31st. Nominations may be made from the floor.
SECTION III.
Standing Committees
The Standing Committees of the Auxiliary shall be created according to the
needs of the Auxiliary. The President shall appoint these Chairmen.
SECTION IV.
Gift Shop Committee
The Gift Shop Committee will work with the employed Gift Shop Manager
and determine all policies and procedures of this project. The Gift Shop Committee, chaired by the Vice President of Gift Shop, shall consist of a minimum of two additional active Gift Shop Volunteers appointed by the Chairman, and approved by the Board. The Auxiliary President, President-elect, and Gift Shop Manager shall serve in an ex-officio capacity.
SECTION V.
Special Committees
The President of the Auxiliary may appoint such special Committees as
considered necessary. They shall be automatically dissolved when they have discharged their functions.
ARTICLE IX
Funds
SECTION I.
Fundraising
All fund raising activities shall be subject to the approval of the Hospital
Director, or the delegate.
SECTION II.
Expension
The proceeds from all fund raising shall be expended only in accordance
with the requests by and for purposes approved by the Hospital Director, or the delegate, and by the Board of Directors of the Auxiliary.
SECTION III.
Checks
The signature of the President, Director of Volunteer Services/Auxiliary and Treasurer, shall be registered at the bank for purposes of signing all checks. All checks must be signed by any two (2) of the designated signatures, according to the current resolution on file at the bank.
ARTICLE X
Fiscal Year
The Fiscal Year of the Auxiliary shall commence on July 1 and shall end on June 30.
ARTICLE XI
Amendments
This Constitution may be amended at any regular meeting of the Auxiliary by a majority vote of the members present, providing notice of the proposed revisions shall have been sent to all members two weeks in advance of the meeting. Amendments shall become effective on approval by the Hospital Director, or the delegate.
ARTICLE XII
Authority
Robert’s Rules of Order, revised, shall be the accepted authority on all points not covered by this Constitution.
“…to promote, improve and advance the welfare, health and comfort of the patients of UAMS.
”
UAMS Medical Center Volunteer and Auxiliary Services
4301 W. Markham #527, Little Rock, AR 72205
(501)686-5657 or (501)686-5656 Gloria Wright, Director
