DELAWARE VALLEY VETERANS CONSORTIUM BY-LAWS
Adopted July 22, 2016; amended July 21, 2017
This Association shall be known as the Delaware Valley Veterans Consortium.
NAME: (hereafter named DVVC).
DVVC’s mission is to increase the services available to Veterans by uniting military and Veteran service organizations and advocates, who share common goals, under the umbrella of regional collaboration.
Organizations who have as part of their mission, service to the military and Veteran communities are eligible to join the DVVC. This may include organizations providing direct service or research or support these programs through funding. Member organizations are expected to designate at least one individual to represent them at meetings and receive emails sent from the DVVC. Each member organization shall have one vote. A member organization in good standing agrees to receive the occasional emails from the DVVC including meeting notices and follow up reports. Organizations seeking membership status need to complete an application, which will be reviewed by the membership committee.
The Membership Committee will approve all applications submitted in writing for membership.
Each organization shall designate a person to represent them on the DVVC. Members are encouraged to provide input to the Executive Committee for proposed initiatives, activities, and informational sessions.
The Executive Committee shall manage the affairs of the DVVC (managing the Website; organization, scheduling, and content of meetings; managing any procedural issues).
The Officers of the DVVC shall consist of the following:
Chair, Vice-Chair, Secretary, and four Members-At-Large. They constitute the Executive Committee.
The Executive Committee shall be elected for a two year term and shall hold office on the first day of January following his or her election for two years. The Chair, Secretary and two members-at-large will be elected in even numbered years. The Vice-Chair and two members-at-large will be elected in odd numbered years. After holding three consecutive two-year terms on the Executive Committee an officer must rotate off the Executive Committee for a two year interval. No officer can be reelected to the office s/he currently holds.
When a vacancy exists, the Board shall elect a member of the DVVC to fill the vacant office for the balance of the term for which the former officer had been chosen. If an officer’s organization withdraws its membership from the DVVC, then the officer must resign from his or her position on the Executive Committee. (See Section Twelve)
The DVVC shall hold at least four quarterly meetings each year. Additional meetings may be called by the Executive Committee but will not be binding as pertains to membership.
During each meeting the Executive and standing committees shall present reports of their activities since the preceding meeting. No quorum shall be necessary. However, to decide on policy or governing issues the required quorum will be 51% of the membership in good standing.
The Executive Committee shall hold meetings at least once per month on a day to be agreed upon within the Executive Committee. The quorum for an Executive Committee meeting will be a simple majority of the officers. For transparency and good organizational policy, the membership should be made aware of date, time and location of Executive Committee meetings and invited to sit around the Executive Committee table but have no voice or vote.
The DVVC will have four standing committees: Nominating, Membership, Programming, and By-laws. The Chair shall appoint chairs and members to the following standing committees: Membership; Programming; Nominating; and By-laws. The Chair shall appoint special committees and their chairs as deemed necessary. DVVC members may submit nominations for the officers of the DVVC to the Nominating Committee. The Nominating Committee will review the candidates and present the election ballot to the membership. The Nominating Committee opens up the nomination process to the entire membership through email 60 days prior to the election. The names of all selected nominees shall be submitted to the entire membership thirty (30) days before the fall meeting.
All applications for organizational membership to the DVVC will be reviewed and processed by the Membership Committee who will inform the organization’s representative of the status of the application. The Programming Committee will develop and implement programming for the quarterly meetings in cooperation with the Executive Committee. The By-laws Committee will review the by-laws yearly to determine what, if any, changes need to be made. The By-laws Committee will draft revisions to be presented to the Executive Committee and the membership at large for approval.
At the fall meeting every year, a new partial slate of officers (see Section Six), shall be presented to the membership. The Chair, in consultation with the Executive Committee shall designate the date of the election at least forty-five (45) days prior to the election. Voting on the election shall be in person at the fall meeting or by absentee ballot via email. Notice of the deadline and mechanism for voting for the election shall be emailed to the membership at least (30) days before the meeting. Each organization shall have one vote per office.
Immediately after the elections, the candidates having the highest number of votes shall be declared duly elected officers to begin holding office on January 1.
DUTIES OF OFFICERS
The Chair shall preside at all meetings of the DVVC and of the Executive Committee. The Chair shall appoint chairs and members to the following standing committees: Membership; Programming; Nominating; and By-laws. The Chair shall appoint special committees and their chairs as deemed necessary.
The Vice-Chair shall perform the duties of the Chair in the Chair’s absence.
The Secretary shall keep the minutes of all meetings of the DVVC and act as custodian of all records of the Association. The Secretary or someone designated by the Secretary shall send email notice of all meetings of the DVVC and of the candidate slate for DVVC executive Board to the membership. The Secretary shall answer all correspondence as directed by the Chair.
The four Members-At-Large will be assigned duties as needed to head the standing committees and any special committees as requested by the Chair. In addition, they will help manage the website, Facebook page and other special assignments as deemed necessary.
POWERS OF EXECUTIVE COMMITTEE
The Executive Committee shall have general management and control over the affairs of the DVVC. The Executive Committee shall have the power to call upon the officers and committees of the DVVC for reports and shall, in general, perform all duties and exercise all such powers, which in the opinion of the Executive Committee, is necessary for the welfare of the DVVC and for the furtherance of the purposes and objectives thereof. Members of the Executive Committee will serve on at least one standing committee and on ad hoc committees as needed.
The Executive Committee consents to work with the Department of Veterans Affairs to integrate the DVVC with the MyVA Communities initiative. In accordance with the Department of Veterans Affairs directive to create and be part of a local MyVA community, local leadership from the Veterans’ Health Administration (VHA), the Veterans’ Benefits Administration (VBA) and the National Cemetery Administration (NCA) will serve in auxiliary leadership positions working with the Executive Committee of the DVVC on the initiatives of the DVVC.
Resignations of Officers shall be forwarded in writing to the Secretary of the DVVC. In the event of the resignation, death, or other vacancy, of any Officer,
RESIGNATION & TERMINATION OF OFFICE
the Executive Committee shall elect a successor to fill the vacancy for the unexpired portion of the term so affected. (See Section Six)
If any Officer fails to attend two or more Consortium meetings in any 12-month period without being excused by the Chair or Secretary, the Executive Committee shall have the power to remove that person with a simple majority quorum.
The order of Business shall be:
RULES OF ORDER
- Approval of Minutes
- Officer Reports
- Committee Reports
- Old Business
- New Business
Unless specifically stated otherwise in this document, these by-laws may only be amended upon a vote of at least 2/3 of the total membership present at a quarterly meeting or by email and must be confirmed at one of the quarterly meetings by the general membership.
AMENDMENT & SEVERABILITY
Any provision declared illegal or inconsistent with the laws of the Commonwealth of Pennsylvania or the United States of America does not invalidate the document as a whole and the offending clause(s) may be stricken by a court of competent jurisdiction.