7-1 PARLIAMENTARY PROCEDURES
Roberts Rules of Order shall prevail in all meetings of the Board of Directors and at all regular Association business meetings. The Parliamentarian shall be appointed in lieu of the President serving in this capacity.
7-2 AGENDAS
7-2.1 Agenda Development
A. Agendas shall be developed by the President.
B. Agendas should be distributed at least one week prior to the Board meeting.
7-2.2 Agenda
A. Outline
(1) Call to Order
(2) Roll call and introductions
(3) Announcements
(4) Reading of the minutes
(5) Reading of the Treasurer’s Report
(6) Officers Report
(7) NIAAA/VIAAA Awards (Conference only)
(8) By-laws
(9) Legislative action
(10) VHSL
(11) Committees/Liaison reports
(12) Sectional meeting report (Conference only)
(13) Unfinished Business
(14) New Business
(15) Adjournment
7-3 MEETINGS
7-3.1 Required
A. A minimum of one regular business meeting shall be held each year during the Annual Conference.
B. All regular meetings shall be called by the President with approval of the Board of Directors.
7-3.2 Special Meetings – Special meetings or workshops may be called by the President, subject to approval by the officers.
7-3.3 Quorum – A quorum of one-fifth of the voting membership shall be required to conduct the business of the Association.
7-3.4 Meeting Minutes – All minutes will posted on the VIAAA website by the Secretary in a timely manner. Minutes are located on the VIAAA website at: http://viaaa.org/bod-info
7-4 TRAVEL EXPENSES
7-4.1 Board of Directors meetings – Members of the Board of Directors will be reimbursed for travel expenses to scheduled meetings. Reimbursements will be made by the Association’s Treasurer upon receipt of official travel mileage.
7-4.2 VIAAA Conference – There is no travel reimbursement for the Annual VIAAA Conference.
7-4.3 Special Assignments – The President may make special assignments and authorize payment of any reasonable expenses incurred. The President may receive some additional financial support from the Association for National Federation Conference attendance.
7-4.4 All authorized meeting travel expenses shall be submitted to the Treasurer on a travel voucher and within the limits as set by the Board of Directors.
7-4.5 All LTC and Section II (NIAAA) meeting expenses will be reimbursed with Board of Directors approval.
7-5 MEETING DATES
The Board should meet before VHSL Executive Committee Meetings.
7-5.1 September – Charlottesville – VHSL Headquarters
7-5.2 November – Charlottesville – VHSL Headquarters
7-5.3 January – Charlottesville – VHSL Headquarters
7-5.4 February – site varies – Officers, Executive Director, Conference personnel
7-5.5 March/April – Annual Conference Site
7-5.6 May – Charlottesville – VHSL Headquarters