VAAEA Constitution and Bylaws
VIRGINIA ASSOCIATION OF AGRICULTURAL EXTENSION AGENTS
CONSTITUTION AND BY-LAWS/APPROVED AS OF MAY 18, 1976
AMENDED AS OF MAY 20, 1980
AMENDED AS OF FEBRUARY 14, 1984
AMENDED AS OF JULY 16, 1993
AMENDED AS OF MAY 28, 1998
AMENDED AS OF DECEMBER 10, 1999
AMENDED AS OF DECEMBER 9, 2004
AMENDED AS OF APRIL 5, 2011
The Constitution and By-Laws of the Virginia Association of Agricultural Extension Agents herein outlined are compatible with the provisions contained in the Constitution of the Virginia Extension Service Association.
In no way can the provisions outlined herein be construed to abrogate, infringe upon, or be in conflict with the Constitution of the Virginia Extension Service Association.
ARTICLE I: NAME AND PURPOSE
Section 1. This organization shall be known as the Virginia Association of Agricultural Extension Agents.
Section 2. The Association is composed of members from five districts: Northern, Central, Southwest, Southeast and Specialists.
Section 3. The purpose of this organization shall be to assist members in securing additional opportunities for furthering educational advantages; to encourage a high standard of professional performance among Extension Agents; to promote a high degree of cooperation and loyalty among Extension people; to assist in the furthering of ways and means of improving the effectiveness of Cooperative Extension work; to advance the basic importance and position of agriculture, 4-H, resource development; and to cooperate in carrying out the policies and programs of the Land Grant College.
Section 4. The Association is a non-profit organization and no part of its net earnings will inure to the benefit of any members or individuals.
ARTICLE II: POWERS
Section 1. The Association shall have all the powers usually exercised by educational and service organizations and those that may be specifically authorized by the members from time to time.
Section 2. The Association shall be a section of Virginia Extension Service Association; and may affiliate with regional and/or national organizations serving the needs of Extension Agents, select Delegates, and recommend Agents for Distinguished Service and Achievement Awards, as well as assess membership dues.
Section 3. The Association may delegate some of its powers to the Districts and/or committees to properly and effectively carry out its purposes.
ARTICLE III: MEMBERSHIP
Section 1. Any professional employee of Virginia Cooperative Extension, but not including the administrative staff, may become a member of this Association by paying annual assessed dues and agreeing to uphold its Constitution and By Laws.
Section 2. A retired Extension employee who chooses to pay Life Membership dues to the National Association of County Agricultural Agents (NACAA) also becomes an Associate Life Member of this Association.
Section 3. The Association year shall be from January 1 to December 31. All dues are due to be paid by December 31. Agents are urged to pay their dues on time so they will be eligible to vote in the District or State meetings or to serve on committees.
Section 4. Any Association member that is serving as a state, regional or national officer that changes appointment to administrative faculty with Virginia Cooperative Extension may continue membership with the Association as outlined in Article III, Section 1 of the Constitution until the term of the office expires.
Section 5. Former members of VAAEA who forfeit membership due to advancement to administrative roles in the Virginia Cooperative Extension system will be afforded the opportunity to rejoin VAAEA following their retirement from administration. A payment of one year’s VAAEA active membership dues will give the retiree the opportunity to immediately join the NACAA as a Life Member.
ARTICLE IV: OFFICERS
Section 1. The officers of the State Association shall be a President, President Elect, Vice President, Secretary, Treasurer and two (2) Directors from each District.
Section 2. There shall be an Executive Committee composed of the President, immediate past President, President Elect, Vice President, Secretary, Treasurer and Chairman of the Association Policy Committee as an ex-officio member.
Section 3. There shall be a Board of Directors composed of the President, immediate past President, President Elect, Vice President, Secretary, Treasurer, and District Directors, and Chairman of the Association Policy Committee as ex-officio members.
Section 4 – Active Members (ARTICLE III, Section 1) of the Association are eligible for an elected position. Officer’s terms will be from the first day of the month following the closing date of the NACAA National Meeting until the first of the month following the close of the next National Meeting.
ARTICLE V: COMMITTEES
Section 1. Committees shall be appointed in a manner similar to the committees of the NACAA insofar as they are needed, with such additional committees as may be required.
Section 2. All committees shall be appointed to serve for one year. However, the President shall have the power to continue any committee in office for a longer period if necessary to complete its work. The policy shall be to carry over one or more old members each year on each committee.
ARTICLE VI: ELECTIONS
Section 1. The Nominating Committee consisting of Past President (chair) and the Directors shall present a slate of officers consisting of President Elect, Vice President and either Secretary or Treasurer on alternating years with additional nominations from the floor being in order at the annual meeting. The President, President Elect and Vice President shall be elected for a term of 1 year. The President Elect shall automatically succeed to the Presidency. The Secretary and Treasurer shall be elected for two-year terms, one staggered from the other. The Secretary and Treasurer may succeed themselves for one additional two-year term. Directors shall be selected from their respective Districts and shall be elected for a term of two years.
Section 2. If for any reason an elected officer cannot serve the tenure of office, they shall notify the Board of Directors and a replacement must be duly elected by the membership immediately either in a regular meeting, a called meeting, or by correspondence. The replacement must be elected by a quorum.
Section 3. The Directors shall be recommended to the Nominating Committee for a two year term by the members of their respective District prior to the Annual Meeting. Each District will elect a Director every year.
Section 4. The election of the State Officers shall be by written ballot when two or more have been nominated for the same office.
ARTICLE VII: DUTIES OF OFFICERS
Section 1. The President shall preside at State meetings of the Association and of the Executive Committee, and shall be responsible for all the administrative functions of the organization during the tenure of office.
Section 2. The President Elect shall preside in the absence of the President at all functions of the Association. President Elect shall assist the President in carrying out the duties and serve in any other capacity at the instruction of the President. President Elect shall also, with the help of the district directors, appoint for the coming year, the membership of all committees, name the chairman and vice-chairman for each committee, notify same and instruct the chairman to hold meetings during the annual meeting to develop objectives and plans for implementation and present same to the Board of Directors for approval.
Section 3. The Vice-President shall serve in the absence of the President and President Elect, should both be unable to serve. Vice-President shall act as a liaison representative between committee chairmen and the Board of Directors, prepare a resume of committee reports for the annual meeting and file these reports with the Secretary. Vice-President shall also forward a copy of all committee reports adopted by VAAEA to the Director of Extension.
Section 4. The Secretary shall keep the records of the Association, which includes minutes of all meetings, send notices of all meetings and other activities to members, and maintain a file for all current and permanent records. Secretary shall provide the State Extension Administration Office information on the actions of the Association that pertain to the general improvement of the Extension Work upon request from the Director of Extension and with the approval of the President or Board of Directors.
Section 5. The Treasurer shall collect annual dues, pay all approved expenses, prepare an annual Treasurer's report from a complete record of all funds received and disbursed. Treasure shall assist the Finance committee in preparing the budget.
Section 6. The Directors shall preside at District meetings and be responsible for presenting matters from the State Association for the information and action of the members as well as providing programs.
Section 7. The committee Chairman shall be responsible for calling a meeting of their committees and file a written report with the Board at the Annual Meeting.
Section 8. A more complete list of duties of the officers shall be maintained in the Duties of Officers section of the Association Policy Handbook.
ARTICLE VIII: MEETINGS
Section 1. The Annual Meeting will be held at a time and place designated by the Executive Committee after consultation with the Director of Virginia Cooperative Extension.
Section 2. The Executive Committee shall have at least one meeting each year other than those held in connection with the Annual Meeting.
Section 3. Special meetings may be called by the President and/or Executive Committee provided a quorum of members is present.
Section 4. A notice shall be sent to each member ten days prior to the date of any membership meeting except those referred to in Section 1 and Section 3 of this article.
Section 5. Each committee shall have at least one meeting per year to work out recommendations and plans for submission to the Executive Committee. Matters requiring approval of the membership will be presented at the Annual meeting by the Executive Committee. However, any committee may present its report directly to the membership if it so desires.
Section 6. The Board of Directors and the Executive Committee are authorized to conduct official business electronically as long as the technology used allows for all participants to be positively identified and there is opportunity for simultaneous communication among all participants.
ARTICLE IX: AMENDMENTS
Section 1. This Constitution may be amended, revised or repealed by two-thirds vote of the members present at the Annual Meeting, provided a notice of the intended changes or additions is sent to each member fifteen days prior to the holding of the Annual Meeting.
Article I - Dues
Section 1. Annual dues shall be approved or changed only at the Annual Meeting. The Association will pay the first year membership dues for new members.
Section 2. Agents as of July 1 on leave, or going on leave but expected to return to Extension within the Association year, shall be eligible for membership.
Article II - Meetings
Section 1. A quorum for the Annual meeting and special meetings shall consist of one-third of the membership. Members will be counted present that are participating via technology that allows for all participants to be positively identified and opportunity for simultaneous communication among all participants.
Section 2. At all meetings of the organization, a majority of these members present shall govern.
Section 3. The rules contained in the current edition of Robert's Rules of Order Newly Revised shall govern this organization in all cases in which they are applicable and in which they are not inconsistent with these bylaws and any special rules this organization may adopt.
Article III - Delegates and Elections
Section 1. Voting Delegates from VAAEA to the NACAA Annual meeting shall be established by the formula on membership established by NACAA.
Section 2. In the absence of elected Voting Delegates, the President shall have the power to select Voting Delegates from those members attending the National meeting. Each district shall be represented if possible.
Section 3. The membership of the nominating committee of the Association shall be composed of the past President and the Senior Directors from each district
Section 4. The registered agent of the Virginia Association of Agricultural Extension Agents, Inc., shall serve as a Director at large of the Virginia Association of Agriculture Extension Agents.
Article IV - Powers
Section 1. That all State Association problems and reports being referred to the State Extension Administrative Staff shall be done by resolution with approval of the Executive Committee and the Association Policy Committee.
Section 2. That all District problems and reports being referred to the State Extension Administrative Staff shall be done by resolution with the approval of the Executive Committee.
Article V - Bills
Section 1. Bills for authorized expenditures of this Association shall be promptly paid by the Treasurer.
Section 2. Bills for unauthorized expenditures shall be paid only under order of the President or after a majority vote of the members present at a regular meeting.
Article VI - Audits and Budget
Section 1. The Finance committee of the Association shall audit the financial records of the Treasurer each year, and shall prepare a proposed budget and present it for consideration at the Annual Meeting.
Section 2. In the event the Virginia Association of Agricultural Extension Agents be dissolved, the assets of the Association will be invested in the Virginia Tech Foundation Agriculture Extension Leadership Development Fund with the request that the funds be used for scholarships for students enrolled in Agriculture and Natural Resources.
Article VII - Amendments
Section 1. These By-Laws may be amended, revised or repealed by a favorable vote of two-thirds of the members present at the Annual Meeting, provided a notice of the intended changes or additions is sent to each member fifteen days prior to the holding of the Annual Meeting.