Constitutionand Bylaws
Association.
those engaged in chaplaincy and related pastoral ministries within
the
a. An opportunity for fellowship and acquaintance with those
participatingin similar ministries.
b. A channel for the exchange of experience.
c. A means of participating in the professional experience of
othersand those in related fields.
d. A means for dissemination of such understandings,
research,principles, and methods as shall aid in the
applicationof the resources of religious involvement to the
problemsof the institutionalized person and those engaged in their maintenance and care.
e. A channel for consultative assistance to various appropriate
agenciesand/or persons and/or hospitals or institutions concerning the establishment andmaintenance of effective working conditions and relationships for those involvedin the ministry of chaplaincy.
f. A channel for providing representatives as well as a
resourcefor those serving the interests of chaplaincy.
g. A program for promoting studies in chaplaincy and the
advancementof education for its members.
h. An opportunity to assist in the development of standards
foran effective Chaplaincy Ministry.
i. A referring agency to those who would desire to have
Knowledgeof the existing chaplaincies, and/ or Chaplain
trainingopportunities in
j. A resource agency for those groups, institutions, etc, who
woulddesire to have chaplaincy established.
Article III: Membership
a. Member
Membershipin this Association shall be open to all ordained and / or ecclesiasticallyendorsed person who are or have been employed as chaplains or in relatedpastoral ministries (full-time or part-time) in institutions or industrieswithin the Commonwealth of Virginia.
Applicantsshall be admitted to membership following the membership Committee, approval bythe Association, and payment of current dues.
b. Associate Member
AssociateMembership in this Association shall be open to professional persons or studentswho do not meet the requirements for membership, but who indicate interest inthe purposes of this Association. Applicantsshall be admitted to Associate Membership following the receipt of a formalapplication, recommendation by the Membership committee, approval by theAssociation, and payment of current dues. Associate Members have all privilegesof membership except the right to vote or hold an elective office.
c. Both full and Associate Members shall be expected to
conductthemselves and strive to practice ministry in a professional and ethical fashionthat is compatible with their role.
d. Membership in this Association shall be terminated as
follows:
Non-paymentof dues: A First Notice of Dues shall be sent with the notice of the AnnualMeeting. A Second Notice of duesshall be sent the week following the Annual Meeting.
Failureto pay dues within sixty (60) days of the date of the Second Dues Noticeshall result in termination of membership.
Article IV: Officers
Officers shall be a President, Vice-President, Secretary, and a
Treasurer.
a. The Executive Council shall be comprised of the above
officers,the immediate past President, plus the chairperson of each standing committee.
b. The term of office shall be for a two-year term without
privilegeof re-election to the same office for the following year.
c. All officers shall be Members of the Association. They
shallbe elected by a majority vote from those present at an annual meeting.
d. Any vacancy in office shall be filled pro tem by the
ExecutiveCouncil, with such vacancy referred to the next annual meeting.
e. Any officer who has been elected to fill an unexpired term
shallbe eligible to be elected to a full term of office at the next annual meeting ofthe Association.
Article V: Duties of Officers
a. The President shall preside at all meetings of the
Associationand the Executive Council, and perform
generallysuch other duties as usually pertain to that office.
b. The Vice-President shall assist the President when
requested. In the case of absence or inability of the
presidentto exercise the office, the Vice-President
shallassume those duties. The Vice-President shall be the chair of the ProgramCommittee.
c. The Secretary shall take minutes at all Executive Council
andAnnual Business Meetings; shall conduct the
correspondenceof the Association and keep an accurate file of same; shall issue requirednotices to members; and shall assist in the keeping of an accurate membershiprole.
d. The Treasurer shall collect all dues, receive all funds on
behalfof the Association, and deposit such funds in a checking account in the name ofthe Virginia Chaplains Association in such depository as may be designated bythe executive Council. All checksshall be signed by the Treasurer and they shall disburse funds upon order of theexecutive Council, or the Association. TheTreasurer shall also keep correct and accurate records of all financialtransactions of the Association, make quarterly reports to the membership, andperform all other duties usually pertaining to the office of the Treasurer.
e. Any officer may be removed by two-thirds vote, by secret
ballot,of all Members of the Association.
f. Any Officer or Member of the Executive Council, upon
theirremoval from office, or the expiration of their term, shall surrender to theExecutive Council all records and
propertyof the Association.
Article VI: Duties of the Executive Council
a. The Executive Council shall have full power to act between
regularand special meetings of the Association for the best
interestof the organization and in accordance with any policies laid down at Associationmeetings. The Executive Councilshall have authority to do such other things as may be necessary and expedientin carrying out the purpose of the Association.
b. The Executive Council shall appoint a Nominating
Committeeat least three months prior to the annual meeting when elections are involved.The Nominating Committee shall submit a full slate of nominees to the membershipalong with the announcement of the annual meeting.
c. The Executive Council shall act as a budget committee and
shallsubmit an annual budget to the membership for approval.
d. Two-thirds of the Members of the Executive Council shall
constitutea quorum for the purpose of conducting the meeting of the Council andtransacting business, provided that a lesser number may meet and adjourn fromtime to time.
Article VII: Committees
a. The following are standing committees:
1. Membership
2. Program
3. Welfare (Advocacy and Liaison)
4. Communication (Newsletter)
5. Auditing
b. The Nominating Committee, in consultation with the
Presidentand Executive Council shall nominate the following committee chairpersons:
1. Membership
2. Welfare (Advocating and Liaison)
3. Communication (Newsletter)
4. Auditing
Themembership of each committee shall be established by
thePresident and the Committee Chairperson, with the
adviceand consent of the Executive Council.
c. Special Committees:
Nominations: At or before any meeting at which an
electionis to be held, a nominating committee shall be
appointed,consisting of three members, whose duty it
shallbe to nominate a complete list of candidates for such offices, along withcommittee chairs, as are to be elected at such meeting; provided, however, thatsuch report of said nominating committee shall in no manner abridge or affectthe right of the member to make other nominations from the floor.
d. Historian
Amember in good standing shall be appointed by the President to serve asHistorian. The Historian shall be anex-officio member of the Executive Council, and shall serve an indefinite term. The Historian shall serve as the Custodian of Archives, and shall providehistorical knowledge, pictures, and writings as requested by the Association.
Article VIII: Meetings
a. The Annual Meeting of the Association shall be determined
bythe Executive Council with the date (preferably Fall) and place for next meetingto be announced at the preceding meeting.
b. Quorum: A quorum shall consist of those members present andvoting.
c. Special meetings may be called by the Executive Council
providedat least two weeks notice is sent out to the membership of the date, place, andpurpose of such meeting.
d. Executive Council: Thereshall be at least one meeting of
theExecutive Council annually. Theirdecision shall be subject to the approval of the membership at the followingassociation meeting.
a. The dues for Member and Associate Member shall be set by theExecutive Council and approved by the Association.
b. The Treasurer may routinely disburse money for receipted
expenseswithin the limits of the budget. Unusuallylarge expenses (exceeding twenty-five percent of the budget line) requireapproval of the Executive Council.
c. The fiscal year of the Association shall begin on October 1
andconclude on September 30.
Article X: Amendments
a. Proposed amendments to the Constitution shall be
submittedto the Executive Committee, and shall be circulated by them to the Associationat least one month in advance of the meeting at which action will be taken.
b. Constitutional amendments must be passed by a two-thirds
voteof members present.
Dated: June,1990
Revised: October 1994
Revised: October, 1998