VIRGINIA COLLEGE PERSONNEL ASSOCIATION

Constitution and Bylaws (revisions approved July 2007)

Article I - Name
The name of this organization shall be the Virginia College Personnel Association.

Article II - Purpose
The purpose of this Association shall be:
* To provide leadership in student personnel work within the framework of the goals of higher education, and
* To provide the opportunity for men and women in college student personnel work to serve together productively to participate in the research, the thought, and the sharing of considered experience which are basic to a profession's growth and social utility.

Article III - Membership
Membership in this organization shall be by individuals and shall be open to all persons. There shall be three types of membership: Regular, Student and Honorary.

Regular - Any persons interested in the advancement and promotion of student personnel shall become a "regular member" of the Association upon payment of dues. All regular members are eligible to vote.
Student - Any individual enrolled as a full-time student may become a "student member." Student membership shall be offered at a reduced membership cost. All student members are eligible to vote and hold office.
Honorary - Persons may be nominated "honorary members" by action of the VCPA Executive Committee. Honorary members are not eligible to vote or hold office.

Article IV - Elected Officers
Section 1 - All members of the VCPA Executive Board must hold membership in the American College Personnel Association (ACPA) and the Virginia College Personnel Association (VCPA).
Section 2 - The elected officers of this Association shall be: President, Past-President, President Elect, Secretary, Treasurer, Professional Development Chair, Membership Chair, Member at Large, Public, Member at Large, Private, Member at Large, Faculty
Section 3 - Each of the Executive Officers shall serve a two year term, except for the President-Elect, which is a three-year commitment encompassing the President and Past President offices.
Section 4 - The President-Elect shall automatically become President of this Association one year after commencement of the term of office as President-Elect or upon the resignation or death of the President.  The President shall automatically assume the Past President role upon being replaced by the President-Elect.
Section 5 - If a vacancy occurs among the elected officers, other that the President, the President shall appoint, subject to the approval of the Executive Committee, a person to complete the vacated term of office.

Article V - Duties of Executive Board
Section 1 – Elected Officers

President

Past President

President Elect

Secretary

Treasurer

Professional Development Chair

Membership Chair

Member at Large, Public (2 or 4 year Institution)

Member at Large, Private

Member at Large, Faculty

Section 2 – Appointed Officers

Newsletter Chair (Appointed)

Technology Chair (Appointed)

Article VI - Executive Committee
Section 1 - The Executive Committee shall be the President, Past-President, President Elect, Secretary, Treasurer, Professional Development Chair, Membership Chair, Member at Large: Public, Member at Large: Private, Member at Large: Faculty, Newsletter Chair, and Technology Chair
Section 2 - The Executive Committee shall conduct, manage, and control the business of this Association during the periods between the business meetings of this Association, subject to the By-Laws of ACPA and the By-Laws of this Association.
Section 3 - A meeting of the Executive Committee shall be called by the President, or at the request of a simple majority of the Executive Committee membership.

Article VII - Elections
The officers of this Association shall be elected at a business meeting of the Association or by mail or electronic ballot.

Article VIII - Committees
Section 1 - The Association shall have the following standing committees: Nominations & Elections and Awards.
Section 2 - The Nominations & Elections Committee shall consist of not more than three (3) persons and shall be chaired by the Immediate Past President. The Committee shall prepare a slate of at least two (2) candidates for the offices of President-Elect, Secretary, Treasurer, Professional Development Chair, Membership Chair and the Member at Large positions. This committee shall conduct the elections under the direction of the President at a business meeting or by ballot. Provisions shall be made for soliciting nominations from the membership.
Section 3 - The Awards Committee shall be responsible for the promotion of VCPA awards on a semester basis.  This committee is chaired by the President-Elect.

Article X - Fiscal Matters
Section 1 - The fiscal year of this Association shall be from January 1 to December 31.
Section 2 - Budget: Annual income and expense budgets shall be drafted by the Treasurer and submitted to the Executive Board for its formal approval at its first meeting of the fiscal year.
Section 3 - A committee of three (3) will be appointed by the President to conduct an annual audit.
Section 4 - The members of the Executive Board may approve the reimbursement of expenses for the President of the Association which incur as a result of traveling to professional meetings/conferences related to representing the Association on a state or national level.
Section 5 – Reimbursements for VCPA related expenditures must be approved by the President.  All Presidential reimbursements must be approved by the President-Elect.

Article XI - Meetings
Section 1 - There shall be at least one General Membership business meeting annually at which the Association's business shall be conducted. The time and place of the meeting shall be determined by the Executive Board.
Section 2 - Notices of each meeting shall be sent to each member at least thirty (30) days prior to the date of such meeting.
Section 3 - The voting members present at any Association meeting at which written notice has been given shall constitute a quorum for the transaction of business.

Article XII - Dissolution of the Association
Disposal Upon Dissolution - Upon dissolution of the Association, none of its property shall be distributed to any of the members, and all of such property shall be transferred to such other organization or organizations as the Executive Committee shall determine to have purpose and activities most nearly constant with those of the Association, provided that such other organizations shall be exempt under Section 501 (c) (3) of the Internal Revenue Code, or corresponding provisions of the Internal Revenue Laws.

Article XIII - Amendments
Section 1 - Amendments to the By-laws may be acted upon at a General Membership meeting of the Association. If presented in writing to all members of the Association at least thirty (30) days prior to the meeting at which the proposed change is to be considered, such an amendment may be adopted by a two-thirds vote of the membership present. Any amendments to such proposed amendments NOT presented in writing to all members of the Association thirty (30) days in advance of the business meeting may be adopted by at least four-fifths of the members present.
Section 2 - If, in the judgment of the Executive Board, action upon a proposed amendment is desirable before the next business meeting, it may be taken through an electronic ballot following presentation of the amendment in writing to all members with all votes cast within the succeeding thirty (30) days. Such an amendment must be adopted by a two-thirds affirmative vote.
Section 3 - These By-laws and any amendments thereto become effective immediately upon adoption by vote of the membership, as specified in Article XIII, Sections 1 & 2, in accordance with the procedure established in these revised By-laws of VCPA.

Article XIV - Rules of Order
Robert's Rules of Order Revised (by Henry Martin Robert) shall govern the proceedings of the Association not otherwise specified by the By-laws.

 

 

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updated February 2008