CONSTITUTION AND BY-LAWS OF THE ALABAMA VETERAN AFFAIRS ASSOCIATION
ARTICLE I: NAME
The organization shall be named Alabama Veteran Affairs Association (AVAA).
ARTICLE II: OBJECTIVES
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Institute an effective mode of communication to develop an outreach/recruitment program on a statewide basis.
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Study existing regional programs relative to Alabama veteran’s benefits.
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Publicize new legislation which has been passed by the State Legislature and U.S. Congress which will benefit the veterans and their dependents of the state of Alabama.
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Provide openness of veterans and/or clubs to discuss problems and/or suggestions.
ARTICLE III: MEMBERSHIP
SECTION I
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Membership shall consist of school certifying officials, advisors, counselors, etc., connected directly in a staff and/or faculty position at an educational or training institution that serves the interests and needs of the student military-affiliated population and has a current active “Facility Code” as issued by the United States Department of Veterans Affairs. These members will have active voting privileges if their membership dues are paid each year prior to the start of the Annual Conference. All members must be currently serving at an educational or training institution in the State of Alabama to be considered for a position on the AVAA Executive Board. (e.g., members from states other than Alabama will not be considered for a position on the AVAA Executive Board).
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Associate Membership shall consist of any person who works in any capacity serving the interest and needs of the student military-affiliated population. These members will have active voting privileges if their membership dues are paid each year prior to the start of the Annual Conference. Associate members will not be considered for a position on the AVAA Executive Board.
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Honorary membership will consist of any person whom the Executive Board votes has made outstanding contributions to the advancement of veterans’ programs. Honorary members are non-paying dues members and therefore have no voting privileges, except for honorary members currently serving on the Executive Board in the role of Past-President.
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Advisory Membership will consist of the current Alabama Education Liaison Representative (Alabama ELR) and the Director of the Alabama State Approving Agency. Advisory Members serve in an advisory capacity on the AVAA Executive Board “Only.” Advisory Members are non-paying dues members and therefore have no voting privileges.
SECTION II
To remain in good standing a member’s dues and fees must be paid as defined in Article IV, except for a past president who is now retired and extended an honorary membership.
SECTION III
The annual dues period shall begin at the beginning of each AVAA Annual Conference and end at the beginning of the next annual conference.
ARTICLE IV: DUES AND FEES
SECTION I
The Executive Board shall determine the annual dues per person annually.
SECTION II
All dues must be current to maintain voting privileges, except for an honorary member currently serving on the Executive Board in the role of Past-President.
SECTION III
All educational institutions in the State of Alabama with an active Veterans’ Club or organization may contribute a portion of funds raised by said organizations. If there is not an organization as mentioned above, or if there is an inactive club present, you may contribute individually or collectively.
SECTION IV
For monetary purposes, the annual fiscal year begins January 1st and ends December 1st of each
year.
ARTICLE V: VOTING
SECTION I
Each member having paid dues has full voting privileges that being one (1) vote. (This is the only requirement for voting.) The exception to this rule would be an honorary member currently serving in the role of Past-President.
SECTION II
A quorum will be a majority of the total membership present. A quorum will be required for all elections.
SECTION III
No proxy votes are allowed.
SECTION IV
Nominations for an office shall be announced on the convention floor. Voting shall be conducted electronically or by secret ballot.
SECTION V
The majority rule will be in effect on all voting matters.
ARTICLE VI: EXECUTIVE BOARD VOTING
SECTION I
Voting as it pertains to the Executive Board shall follow “Robert’s Rules of Order”. The majority rule of the executive board members present will be in effect on all voting matters.
SECTION II
Voting by the board may be held by email, when necessary.
ARTICLE VII: OFFICERS
SECTION I
The AVAA shall have the following officers serving on the Executive Board:
President
Past-President
Vice President Membership Vice President- Training Secretary
Treasurer Historian
Regional Representatives:
Region 1 Northern
Region 2 Central
Region 3 Southern
SECTION II
All officers must be members in good standing in the AVAA.
SECTION III
The term of office shall be determined by the scheduling of the statewide convention.
To maintain an Executive Board with knowledge and experience as it pertains to board matters, board members will rotate terms as follows, beginning with board members who were appointed and those who choose to not serve another term.
Beginning with the 2015 conference, elections will be conducted on a rotating basis.
Beginning with the 2015 conference, the following positions and their prospective officers shall remain on the Executive Board until the election conducted at the 2016 conference: President, Secretary, Treasurer, Northern Representative.
Beginning with the 2015 conference, the following positions will be elected, by a majority vote of the membership, and will serve for a term not to exceed two (2) conference years: Vice President- Membership, Vice President-Training, Historian, Central Representative, and Southern Representative.
Beginning with the 2016 conference, the following positions will be elected, by a majority vote of the membership and shall remain on the Executive Board for a term not to exceed two (2) conference years: President, Secretary, Treasurer, Northern Representative.
If a current board member wishes to run for another open position to be elected at the annual conference before the current term of their elected position is over, the board member must follow the process below:
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Give notice to the AVAA Board of Directors no later than the last regular board meeting prior to the annual conference.
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Resign their current position as of the annual conference, allowing the open position to be posted and announced to the AVAA members prior to the upcoming conference, nominees to be accepted prior to and at the annual conference, and an election for the open position o be held at the annual conference.
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The board member cannot run for his/her current board position in addition to another position in the same conference year.
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When the board member vacates the currently held position to run for another board position, the current position may not be assumed after the election in the board member is not elected to the new position for which he/she has elected to run.
Voting for the executive board by membership-only (non-conference attendance) shall be conducted electronically and said vote shall close simultaneously with membership voting during the conference.
As has been the practice in previous conference years, any officer currently serving in any AVAA Executive Board position, may serve a consecutive term in that same position, subject to being nominated and elected by the AVAA membership as part of the annual conference.
SECTION IV
Any officer may be removed by a 2/3 majority vote by the membership. Voting may be conducted at the annual conference or electronically.
Any officer may appeal for reinstatement to the association.
The appeal shall be reviewed by the President, VP-Membership, VP-Training, Secretary and Treasurer.
The appeal vote shall be a 2/3 majority, and the highest ranking officer shall break a tie vote, if necessary.
SECTION V
Should the office of president become vacant, the order of succession to the office of president will be: Vice President–Membership, then Vice President-Training. The Vice President-Training will have the option of filling the Office of Vice President-Membership.
SECTION VI
Should the Office of President, Vice President –Membership, or Vice President-Training become vacant, the highest-ranking officers would call a meeting of the Executive Board to fill vacancy or vacancies for the remainder of the current term.
SECTION VII
Should any office become vacant, the President has the authority to appoint a person to fill the office pending approval of the Executive Board, only after Article VI, Section V has been invoked.
ARTICLE VIII: DUTIES OF OFFICERS
SECTION I
The President shall:
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Be chief executive officer of AVAA;
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With the approval of AVAA direct the budget;
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Be an ex-officio member of all state committees.
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Be responsible for calling, developing, designing, and distributing the agenda for each board meeting.
SECTION II
The Vice President –Membership shall:
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Be the official representative of the President at all meetings which the President is unable to attend;
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Be primarily responsible for liaison and coordination of legislative and public affairs;
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Perform other duties as directed by the President.
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Be responsible for the coordination of all efforts to increase the membership of the AVAA.
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Within (60) days following the annual convention, provide the membership with a roster of names, addresses, and phone numbers of all members.
SECTION III
The Vice President-Training shall:
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Be responsible for developing and maintaining a mentoring program.
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Be responsible for developing and maintaining training materials.
SECTION IV
The Past-President shall:
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Serve as a full member of the executive board.
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The Past-President will have voting privileges.
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If the most recent Past-President is unable to serve on the Executive Board for AVAA, the position would be filled at the discretion of the current President, subject to 2/3 majority approval of the Executive Board. The position can only be filled by someone who previously served in the role of President of the AVAA.
SECTION V
The Secretary shall:
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Be responsible for the minutes of all meetings including executive meetings;
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Be responsible for providing a copy of all minutes to be posted on the AVAA Website.
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Be responsible for the maintenance of all official documents, including all minutes, by-laws and policies and procedures.
SECTION VI
Treasurer shall:
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Record all financial transactions of the AVAA;
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Make a quarterly report containing a list of all receipts and disbursements and the location of property these finances represent;
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Store and maintain all financial records in an organized form which can be used to file for taxes each year;
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File appropriate annual postcard with the IRS to re-confirm 501c(3) tax status;
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Store and maintain equipment used for accepting credit cards; possess and be responsible for AVAA debit cards.
SECTION VII
The Historian shall:
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Keep in permanent form the history of the Association.
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Maintain the historical documents, forms, letters, and photographs, of the Association in chronological order and take the necessary steps to ensure their preservation.
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Provide a photographic record of each event and activity of the Association.
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Prepare a display of Association historical information to be presented at annual meetings of the membership.
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Present a report on the status of all Historian activities and duties at the beginning of each Executive Board meeting.
SECTION VIII
Regional Representatives: North, Central and South shall:
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Maintain contact with School Certifying Officials in the geographical region represented and assist with questions from members.
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Bring any concerns from members in the geographical region to the Board for discussion.
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Assist with the AVAA Annual Conference and other training meetings, planning, preparation, and production.
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Shall be the standing committee chairs.
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The regional representative would be responsible for choosing the committee members.
SECTION IX
The use of committees during any conference year will be at the discretion of the Executive Board based on need.
Committee Chairs and Committee Responsibilities:
Technology Committee: (persons on this committee should be technical)
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Keep the AVAA website up-to-date.
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Assist with technology equipment during the Annual Conference.
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Assist the AVAA Board and Conference Committee in requesting equipment needed for presentations for the Annual Conference.
Conference Committee: (persons on this committee should be social)
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Make recommendations to the Board regarding the Annual Conference.
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Assist the AVAA Board with preparations for the Annual Conference.
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Assist the AVAA Board during the Annual Conference with door prizes and other conference duties.
Charity Committee: (persons on this committee should be organized)
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Assist the AVAA Board with choosing a charity to support for the Annual Conference.
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Assist the Board in acquiring the Charity Speaker for the Annual Conference.
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Assist the Board with the Charity Fundraiser (Silent Auction) at the Annual Conference.
ARTICLE IX: EXECUTIVE BOARD
SECTION VI
The Executive Board is the policy-making body of the AVAA and shall consist of the President, Vice President-Membership, Vice Present-Training, Secretary, Treasurer, Past President, Historian, and one representative from each of the three geographical regions within the state:
Region 1 Northern
Region 2 Central
Region 3 Southern
The Alabama Education Liaison Representative (AL ELR) and the Director of the Alabama State Approving Agency shall sit on the executive board in an advisory position.
ARTICLE X: AMENDMENTS
SECTION I
Any article or section in this Constitution may be amended by a 2/3 majority of members voting.
SECTION II
All amendments must be introduced at a state convention unless otherwise stated by the Executive Board.
SECTION III
All members must be notified in writing within sixty (60) days after an amendment introduction.
ARTICLE XI: CONVENTION
SECTION I
Convention sites will be selected by the previous convention or at an Executive Board meeting.
ARTICLE XII: CHARTER MEMBERS
SECTION I
Charter members of the AVAA are:
STATE COMMUNITY COLLEGES
Bishop State Junior College, Mobile (Bishop State Community College, 1989)
Alexander City State Junior College, Alexander City (Central Alabama Community College, 1989)
Jefferson Davis State Junior College, Brewton, (Jefferson Davis Community College, 1990)
Enterprise State Junior College, Enterprise (Enterprise State Community College, 2009)
Gadsden State Junior College, Gadsden (Gadsden State Community College, 1985)
Jefferson State Junior College, Birmingham (Jefferson State Community College, 1989)
Snead State Junior College, Boaz (Snead State Community College, 1992)
Southern Union State Junior College, Wadley (Southern Union Community College. 1993)
Lurleen B. Wallace State Junior College, Andalusia (Lurleen B. Wallace Community College, 2003)
STATE TECHNICAL COLLEGES
Bessemer State Technical College, Bessemer (Lawson State Community College, 2005)
Douglas R. MacArthur State Technical College, Opp (Lurleen B. Wallace Community College, 2003) Alabama Technical College, East Broad Campus, Gadsden (Gadsden State Community College, 1985) George C. Wallace State Community College, Hanceville
J. F. Drake State Technical College, Huntsville (J. F. Drake State Community and Technical College, 2010)
Muscle Shoals State Technical College, Muscle Shoals (Northwest-Shoals Community College, 1993)
Shelton State Technical College, Tuscaloosa (Shelton State Community College, 1979)
TECHNICAL COLLEGE AND INSTITUTES
John C. Calhoun State Junior College and Technical School, Decatur (Calhoun Community College, 1973)
Gadsden State Technical College, Valley Street Campus, Gadsden (Gadsden State Community College, 1985)
Lawson State Community College and Technical Institute, Birmingham (Lawson State Community College, 2005)
BUSINESS COLLEGES
Alabama Institute of Business, Tuscaloosa
Alverson Draughn Business College, Birmingham (Closed) Alverson Draughn Business College, Huntsville (Closed) Gadsden Business College, Rainbow City, AL (Closed)
Massey Draughn Business College, Montgomery (South University)
Southern Business College, Birmingham
FOUR YEAR UNIVERSITIES (STATE)
Alabama A&M University, Normal
Alabama State University, Montgomery Auburn University, Auburn
Auburn University, Montgomery Faulkner University, Montgomery
Jacksonville State University, Jacksonville
Livingston State University, Livingston (University of West Alabama, 1995)
Troy State University, Fort Rucker (Troy University, 2005)
Troy State University, Troy (Troy University, 2005)
University of Alabama, Birmingham
University of Alabama, Huntsville
University of Alabama, Tuscaloosa
University of Montevallo
Montevallo University of South Alabama, Mobile
PRIVATE AGENCIES AND OTHER INSTITUTIONS
Alabama Center for Higher Education, Birmingham American Educators, Inc., Birmingham
Mayor’s Office, City of Huntsville: M.A.P.C.
Miles College, Birmingham
Samford University, Birmingham
Selma University, Selma
Stillman College, Tuscaloosa
Tuskegee University, Tuskegee
Twentieth Century College, Mobile