(As amended and effective October 1, 2011)
OFFICIAL NAME
Western Pennsylvania Housing Directors Association
GOALS
To improve communications between Western Pennsylvania Housing Authorities, and assist in training of Authority personnel to develop a cooperative posture with the Department of Housing and Urban Development.
The above shall be accomplished with the cooperation of the PA Association of Housing and Redevelopment Authorities (PAHRA).
MEMBERSHIP
Membership is limited to the Executive Director of those Housing Authorities within the jurisdiction of the Pittsburgh Field Office of the Department of Housing and Urban Development in the state of Pennsylvania.
The Executive Director may appoint a person to act as a proxy on his/her behalf at any meetings by submitting a written notice to the President indicating such appointment. That person must be an employee of the same authority.
Members in good standing are those that have paid dues for the member year.
DUES
Annual membership dues shall be:
HA’s with total units under 500: $50
HA’s with total units between 500–1000: $75
HA’s with over 1000 total units: $100
Annual dues shall be for the twelve month period from October 1st through September 30th.
OFFICERS
The Office of President and Vice-President of WPHDA may be held by any member Executive Director, or other Administrative staff person with the approval of the Executive Director of the agency. The offices of Secretary and Treasurer may be held by any member Executive Director, any other Administrative staff with the approval of the Executive Director of the agency, or a nominated consultant with the majority approval of the membership.
Officers of WPHDA shall be as follows:
President: The President shall conduct business, call meetings, appoint committees and act as chief executive officer of WPHDA.
Vice President: Act in the absence of the President.
Secretary: Will read all official acts of the organization, take minutes of meetings, assist in correspondence and keep and disperse the official records of the organization.
Treasurer: Is responsible for the financial records and disposition of funds, reports to the members the financial status of the organization and at least quarterly report in detail to the members the financial condition of the organization. Office shall also be responsible for the depository of the treasurer and for collecting annual dues for WPHDA.
Executive Board: The Executive Board shall consist of the four officers of the Association.
TERMS OF OFFICE
Initially, the officers of WPHDA shall be elected for a term of one (1) year. Term shall begin at the Annual Meeting held in October and shall continue for a twelve (12) month period terminating at the conclusion of the next Annual Meeting in October.
Persons, other than the President, unable to fill the full term of office shall be replaced temporarily by the President immediately from membership in good standing at time of vacancy.
Positions shall be filled through the nominating procedure. Previously elected officers may remain in the same officer position if nominated by the membership.
PERMANENT COMMITTEES
The President shall appoint the following standing committees as necessary:
Training Committee
By-Laws Committee
Nominating Committee
FINANCIAL DISBURSEMENT
The President shall authorize and approve all payments. All disbursements will be by a checking account as signed by the Treasurer. Bills will be brought to the floor of the membership each month for approval.
MEETINGS
Meetings called by the President shall be declared official and action determined official based on the presence of at least seven (7) members in good standing. At these meetings of seven (7) or more members, official action rendered binding to the organization shall be conducted by simple majority of the members present.
POLICIES
Training Registration and Refund Policy
Prior to any training or Western Pennsylvania Housing Directors Association sponsored event, the membership shall put forth their best effort to register in a timely manner. If cancellation becomes necessary, the following refund policy shall prevail:
- In order to receive a full refund, cancellation notice must be received at least five (5) working days prior to the event.
- Fifty percent (50%) will be refunded if cancellation is received from two (2) to five (5) working days prior to the event.
- No refund will be given if cancellation is received less than two (2) working days prior to the event.
The officers of the Association shall determine what amount of the registration, if any, will be refunded. Authorities are encouraged to make substitutions in lieu of lost fees.
All registrations must be prepaid at least fifteen (15) days prior to the training. Walk-In attendees without prior registration will not be honored.
Personal Correspondence Policy
The Vice President of the Association shall be responsible for correspondence of a personal nature as deemed appropriate by the membership. Examples of this are cards or flowers being sent due to illness, birth or death in a family.
MEETINGS
All regular meetings will be determined by the officers at the annual planning meeting.
Special meetings shall be called by the President at monthly intervals at a time and place designated by the President. Meeting notices shall be sent by the Secretary as directed by the President. No monthly meeting will be held in any month in which a PAHRA Conference is scheduled, unless requested by the membership.
Order of business is normally as follows:
Roll call, i.e. Officers and authorities present
Welcome Attendees
Reading and approval of minutes of previous meeting
Bills and Communications
Report from Secretary-Treasurer
Reports from committees
Unfinished business
New business
Any other business
Adjournment
OFFICIAL PLACE OF BUSINESS
The business address shall be the official address of the organization President.
LETTERHEAD
The official letterhead of the organization shall be printed annually and shall list the Officers of the organization with office address being that of the President. The letterhead shall be developed by the incoming President. The official business and correspondence of the Association shall be conducted by official letterhead.
BY-LAWS PROCEDURE
Additions or amendments to the by-laws of the organization shall be accomplished as follows:
All suggested changes must be addressed to the President. The President shall bring the change to the floor for the next meeting and discussion shall be placed on the meeting agenda. All by-law changes being proposed shall be provided to the Executive Directors of the Membership at least 90 days before the annual meeting in October. Each amendment shall be voted on by the membership individually by written ballot and returned to the President.
The results of this vote shall be submitted in writing to the Membership and shall be incorporated in the organization by-laws effective October each year. The by-laws shall be passed by the official returns of at least the simple majority of the total membership in good standing.