Constitution/Bylaws

 

Preamble

In order to increase the overall effectiveness of and to promote communication and cooperation among institutional resource development officers within the Virginia Community College System, the above named organization, hereinafter referred to as the Organization, has been established.

uch organization shall exist for those purposes and objectives as prescribed in the Virginia Community College Association (VCCA) and/or the Virginia Organization for Resource Development (VORD) Constitution and shall conduct its affairs within the framework of the ensuing set of Bylaws.

Article I
Membership

Membership in the Organization shall be on an individual basis and shall be restricted to employees, board members, and friends of the Virginia Community College System and/or persons officially associated with the consortia whose purposes are to benefit, in any way, institutions in this system.

Article II
Organization

Officers:

The officers of the Organization shall consist of President/Chair, President/Chair-elect, Secretary and Treasurer.

The Membership Assembly:

The assembly shall be comprised of all official members as classified in Article I above.

The Executive Committee:

The Executive Committee shall be comprised of the four (4) above named officers plus the immediate past president and such other person(s) as the President/Chair may designate.

Section 1
Election of Officers

The President/Chair, President/Chair-Elect, Secretary and Treasurer shall be elected at the annual meeting of the Commission. They shall be nominated by the nominating committee or from the floor and elected by a majority vote of the same.

Section 2
Eligibility of Office

Any voting representative (those attending the annual meeting) or those holding individual membership are eligible for office if they have held job responsibilities related to institutional advancement for at least a year.

Section 3
Tenure of Office

Officers are elected for one year. No officer shall serve more than two consecutive on-year terms in the same office. The officers shall assume office at the conclusion of the Convention at which they are elected.

Section 4
Rotation in Office

In order to assure an orderly progression of officers, the Treasurer shall be nominated as the Secretary, the Secretary shall be nominated for the President/Chair-Elect and President/Chair-Elect will succeed to the top office.

Section 5
Vacancy in Office

When the Office of President/Chair becomes vacant, the Chair-Elect shall assume the office of President/Chair and shall serve the remainder of the unexpired term of his or her predecessor. Vacancy in the Office of President/Chair-Elect, Secretary or Treasurer shall be filled by appointment by the President/Chair. Vacancy in all three offices of the Commission shall be filled by appointments by the immediate Past President/Chair.

Section 6
Duties of Officers

The President/Chair shall preside at all meetings, shall represent the Organization in all matters pertaining to its activities, and shall form and call into session ad hoc committees as deemed appropriate.

The President/Chair-Elect shall perform the duties of the Chair during his or her absence or disability and shall perform such other duties as assigned by the Chair. The President/Chair-Elect shall automatically assume the Commission Chair in the following year unless barred by ineligibility as herein before described.

The President/Chair-Elect shall be responsible for administrating and managing the annual meeting.

The Secretary shall record meetings of the Commission, shall distribute copies of the record to appropriate individuals and groups, and shall maintain an accurate list of the membership of the Organization.

The Treasurer shall receive and safeguard all assets of said organization and shall properly record and receipt said assets. The Treasurer shall deposit all negotiable assets in a proper depository and shall sign such checks or vouchers as become necessary. The Treasurer shall present for inspection all record of transactions and holding of the Organization at each annual meeting and at any other time as requested by the Executive Committee.

The Immediate Past President/Chair of the Commission will serve on the Executive Committee as an ex-officio member for two years.

Section 7
Recall of Officers

A petition by 50% of the voting members of the Organization, filed with the Executive Committee, shall constitute a call for a special mail vote to be taken with respect to the proposed termination of an Officer(s). The recall of Officer(s) shall be by a majority vote of the voting members of the Organization. Such a recall vote must be scheduled within 30 days of receipt of the recall petition. Should the Officer(s) be recalled, that office shall be filled in accordance with Article II, Section 5 of the Bylaws.

Article III
Committees

Executive Committee:

The Executive Committee as described previously in these bylaws, shall act as the interim governing body of the Organization between meetings. As such, it must discharge the indicated wishes of the membership as provided in such official actions of the membership assembly.

The Executive Committee shall make interim decisions and shall take appropriate actions in the conduct of the affairs of the Organization between meetings in order to carry out the objectives of the Organization and to accommodate for the Organization's survival or maintenance of legality. Actions of the Executive Committee shall be within the Constitution and shall be within prudent management behavior.

Nominating Committee:

A Nominating Committee shall be appointed by the Chair. This committee should consist of one member from each of the four categories of represented institutions:

1,000 or less              full-time equivalent students
                                  (includes VCCS office)
1,001 - 2,000             full-time equivalent students
2,001 - 5,000             full-time equivalent students
5,001 or more            full-time equivalent students

The Nominating Committee shall place in nomination at least one candidate for each of the following offices: Chair-Elect, Secretary, Treasurer and any at-large members of the Executive Committee.

The Nominating Committee will solicit nominations from voting and non-voting members of the Organization through college contact persons. They will then report a slate of nominations to the Executive Committee and the voting members of the Organization no later than 30 days prior to the annual meeting of the Association. Further nominations will be accepted from the floor. Election will take place at the Organization's annual meeting.

Ad Hoc Committees:

Ad Hoc Committees shall be established at the discretion of the Executive Committee of the Organization and as recommended by the voting delegates to the Commission.

Other standing committees of the Organization shall be established as needed and as appropriate.

Article IV
Procedure

Scope:

The Membership and/or the Executive Committee may exercise such procedures as are within the scope of the Constitution providing that such procedures and/or actions do not violate or otherwise infringe upon the policies of the Virginia Community College System and the State Council of Higher Education in Virginia .

Official Action:

Any action, resolution, or commitment of the Organization shall be deemed official only when approved by a majority (50% plus one) of the members present and voting at a meeting of Organization.

Interim actions may be taken by the Executive Committee as prescribed in Article III of these bylaws.

Meetings:

The Organization membership shall meet at the minimum of once annually. The Executive Committee shall meet as often as deemed necessary to accomplish the business of the Commission.

The Executive Committee shall plan and make the necessary arrangements for the annual meeting and any other scheduled meetings of the Organization.

Article V
Disposition of Assets

All negotiable assets of the Organization shall be collected and held by the Treasurer in accordance with Article II, Section 5, of these bylaws.

Checks drawn upon such assets must bear the original signature of the Treasurer or the President/Chair. The records shall be audited annually by a committee appointed by the Executive Committee within one month after the annual meeting.

The Executive Committee shall authorize any expenditures necessary and incidental to normal procedural operation of the Organization.

All other expenditures must be approved by the membership in accordance with the provision of these bylaws.

Article VI
Amendment

These bylaws may be amended by a two-thirds majority of all voting members at a meeting of the membership assembly or provisionally amended by majority vote of the Executive Committee as prescribed in Article III above.

Article VII
Conduct of Affairs

The affairs of the Commission shall be conducted as herein prescribed and in accordance with parliamentary procedures as specified in Robert's Rules of Order, Revised.

 

_______________________                              _______________________
           President/Date                                                President-Elect/Date

 

_______________________                              _______________________
           Secretary/Date                                                     Treasurer/Date

 

 

*This document represents a merger of the VORD bylaws (originally approved 5/13/86) and they VCCA Commission on Institutional Advancement bylaws.