4-1 OFFICER NOMINATION PROCEDURE
4-1.1 All upcoming openings will be announced at the VIAAA Annual Conference Sectional meetings (one year in advance).
4-1.2 Vacancies will be announced in the A.D.mission.
4-1.3 Applications will be due by January 15. President-Elect applications are due by October 1 and will go to the Immediate Past-President. All other applications will go to the President-Elect.
4-1.4 The January meeting minutes will announce all candidates to the membership.
4-1.5 The officers will nominate a slate for all offices except President-Elect.
4-1.6 Applications for the office of President-Elect must be submitted to the Immediate Past President by October 1 of each year. At its January meeting, the Past President’s Council votes on the applicants for President-Elect and presents one nominee to the Board of Directors. The Board shall affirm the Past President Council’s recommendation of President-Elect by a majority vote at its January meeting
Ø Procedure for selecting President-Elect one candidate – interview candidate and if Past Presidents agree with
nominee, recommend to Board of Directors for approval. Two or more candidates – candidates will be interviewed on Sunday at a time prior to the January Past Presidents Council meeting. The committee will be made up of the three most available immediate Past Presidents and the VIAAA Executive Director (non-voting). The interview committee will recommend one nominee to the Past Presidents Council for approval. Past Presidents, after discussion and consent, will forward the nominee to the Board of Directors for final approval. If the candidate is not approved in any step in this process, the interview committee will bring forward another nominee to follow the same approval process. Motion by Phelps, second by Dietze. Amendment by Williams, second by Chory to add interview process to one candidate. Amendment passed 10-5. Proposal to strike the last sentence by Nelson, dies for lack of second. Motion as amended passed 12-2-1.
4-1.7 The final slate of officers and the President-Elect will be presented at the pre-conference Board of Directors meeting.
4-2 VOTING FOR OFFICERS
4-2.1 The election of officers (excluding the President and President-Elect) will be voted on by the Association’s membership during the business meeting at the Annual Conference. The President-Elect will conduct the voting.
4-2.2 If any office is vacated, the officers shall appoint a person to complete the term of said office.
4-2.3 The office of President will be filled by the President-Elect.
4-3 OFFICER VOTE
Officers shall have one vote on all matters concerning the Association.
4-4 TERMS OF OFFICE
4-4.1 Beginning of Term – The term of office for newly elected or appointed officers shall take place at the conclusion of the Annual Conference except for the position of Treasurer which, for transitional purposes, begins on July 1. For additional appointees by the Board of Directors, their terms may commence immediately upon approval.
4-4.2 Length of Term of Office
A. One-year Terms – President, President-Elect, Immediate Past President, Delegate-At-Large
B. 2 - Three Year Consecutive Term Limits – Secretary, Treasurer
C. Four-year Terms – Regional Representatives
D. Filling Vacated Positions – Term expiration dates will remain constant regardless of when the appointment takes place. President will appoint a representative to fill the term regardless of when the vacancy the occurs.
4-5 OFFICERS
4-5.1 President
A. Nomination – The President shall be nominated as President-Elect for one year before taking office.
B. Election – The President-Elect shall succeed to the office of President in order to retain organizational stability.
C. Term – The President shall serve a one-year term and may serve more than one non-concurrent term.
D. Term Expiration – Upon completion of a one-year term, the President shall serve in an advisory capacity as Past President for one year.
E. Job Description – Shall preside at all meetings of the Association as the Chief Executive Officer.
F. Duties
(1) Shall have the power to appoint special committees for the purpose of improving the Association.
(2) Shall represent, or assign a delegate to represent, the Association at all VHSL meetings.
(3) Shall represent, or assign a delegate to represent, the Association at other times when requested or needed.
(4) Shall appoint Delegates-At-Large.
(5) Shall be responsible for meeting the deadlines for submitting state nominees and other matters to the VHSL and the NIAAA.
(6) Shall notify or delegate the responsibility for notifying the involved members of all meetings prior to the actual meeting time and place.
G. Time-lines (See President’s Time-line in the Appendix)
H. Outgoing President
(1) President’s Ring – The official President’s ring will be awarded at the Annual Conference to the outgoing President by the Immediate Past President.
4-5.2 President-Elect
A. Nomination
(1) Interested candidates shall submit their resume and application to the Immediate Past President according to the approved published timeline to be considered for the office of President-Elect.
(2) The Past-President’s Council shall recommend one nominee for President-Elect to the Board of Directors for approval.
B. Election – The President-Elect shall be confirmed by a majority of the voting members of the Board of Directors present at the January board meeting.
C. Term – The term of the President-Elect for one year the candidate will become President.
D. Term Expiration – After serving as President-Elect for one year, the candidate will become President.
E. Job Description – Shall perform the duties of the President in his/her absence or inability to act.
F. Duties
(1) Shall assist the President in any matters deemed necessary.
(2) Shall attend VHSL meetings upon request.
(3) Shall become President after the current President completes his/her term.
(4) Shall receive applications from candidates for Secretary, Treasurer and Regional Representative.
(5) Shall make appropriate contacts to solicit nominees for Regional Representatives.
(6) Shall meet with and report to the Board of Directors concerning the nominees for office.
(7) Shall be responsible for displaying the VIAAA banner at all official meetings of the Association.
(8) Shall review the P.O.P. Manual annually with the P.O.P. Liaison.
(9) The President-Elect shall take office following the Annual Conference.
(10) The President-Elect shall receive the gavel during the Annual Conference.
G. Time-lines (See Time-line in the Appendix)
4-5.3 Secretary
A. Nomination - Candidates for Secretary shall be nominated by the VIAAA Officers and from the floor of a regular meeting.
B. Election - Shall be elected by a majority of the voting members present at a regular meeting.
C. Term - There are no term limits for the office of Secretary.
D. Job Description - The Secretary is directed by the Board of Directors to officially act as the corresponding Secretary of the VIAAA.
E. Duties
(1) Shall be responsible for the release of publicity concerning the Association.
(2) Shall keep an official record (minutes) of the proceedings of all meetings.
(3) Shall handle all communications on behalf of the Association.
(4) Check attendance of those present at Board of Directors meetings and send a notice to any Board member when an absence occurs and an alternate does not attend.
(5) Provide minutes of the Board of Directors meetings to the Board and membership.
(6) Maintain a current notebook with official minutes, other Board proceedings, present membership information, copy of the current By-laws, and other pertinent information.
(7) Shall meet all deadlines and effectively serve as Secretary of the Association.
(8) P.O.P. Manual Revisions – If any policies are changed it is the responsibility of the Secretary to inform the POP Manual Liaison for updating.
F. Time-lines (See Time-line)
4-5.4 Treasurer
A. Nomination – Candidates for Treasurer may be nominated by the VIAAA officers and from the floor of a regular meeting.
B. Election – Shall be elected by a majority of the voting members present at a regular meeting.
C. Term – There 2 consecutive three year term limits for the office of Treasurer.
D. Job Description – The Treasurer shall receive all monies of the Association, keep an accurate account, and be responsible for the transfer of all records and money to his/her successor. The Treasurer is directed by the Board of Directors to officially act as Treasurer for the VIAAA and to account for all treasury funds.
E. Duties
(1) Receive all monies of the Association.
(2) Keep an accurate account and be responsible for the transfer of all records and money to the next Treasurer.
(3) Write and issue checks for approved payments.
(4) Receive membership dues.
(5) Send all membership information as of October 1 to the VIAAA contracted life insurance company.
(6) Promptly and efficiently pay all approved bills.
(7) Receive and financially account for all incoming checks and monies as needed.
(8) Give a financial report at each Board of Directors meeting.
F. Time-lines (See Time-line)
4-5.5 Immediate Past-President
A. Nomination – The President will become the Immediate Past-President upon completion of his/her term.
B. Election – This is not an elected office.
C. Term – This position will be a one-year term.
D. Term Expiration – The Past-President is a member of the Board for life.
E. Job Description – The outgoing President will assume the office of Immediate Past-President following the Annual Conference.
F. Duties
(1) The Past-Presidents shall be voting members of the Board of Directors.
(2) The Immediate Past-President shall serve as a liaison between the Past-Presidents’ Council and the Board of Directors.
(3) Shall be a lifetime member of this Association immediately upon the installation of the new President.
G. Time-lines (See Time-line)
4-6 VIAAA EXECUTIVE DIRECTOR
4-6.1 Position – The Executive Director is a non-voting member of the Board of Directors appointed by the Board of Directors. The Executive Director serves a three-year term of office. The duties of the position would be assigned by the Officers and approved by the Board. An annual written evaluation of the Director would be conducted by the Officers and approved by the Board of Directors. The annual evaluation would review work performance and compensation.
4-6.2 Job Description – The position of Executive Director will coordinate the Annual Conference; solicit new corporate
sponsorships and new exhibitors and chair the exhibitors at the Annual Conference. He/she reports to the VIAAA officer and Board of Directors. He/she presents reports to the Board at all meetings but is a non-voting member of the Board. The Executive Directors shall serve as a liaison between the Past-Presidents’ Council and the Board of Directors. The Executive Director will serve on the VHSL Hall of Fame Selection Committee.
4-6.3 Compensation – Up to $125 will be paid to the Executive Director for monthly expenses. Additionally, a 25% commission will be paid annually over the life of the contract of all new and renewed corporate sponsor money, new exhibitors for the Annual Conference, and in kind support secured by the Executive Director for the VIAAA. The Executive Director will be compensated to attend and represent the VIAAA at all functions of the National Executive Directors Council. Each year the compensation will be reviewed by the Officers and a recommendation will be submitted to the Board for approval.
4-6.4 Qualifications – Applicants for the position must have a CAA Certification and a minimum of five years of experience on the VIAAA Board of Directors. An application form must be completed by the deadline date (May 1). An interview committee of VIAAA officers and At-Large Representatives of the Board will conduct a personal interview with each candidate. A recommendation will be made and the final selection will be made by the Board of Directors. The candidate will begin his/her term on July 1.
[1][1] For the sake of clarification, the Executive Director will be compensated to attend and represent the VIAAA for three conferences: the NIAAA Conference, the VIAAA Conference, and the Executive Directors’ Conference.