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VACVPR Bylaws
VIRGINIA ASSOCIATION OF CARDIOVASCULAR AND
PULMONARY REHABILITATION
June 1986
Amended October 1987 September 1988 December 1988 September 1990 September 1991 March 11, 1993 September, 1994 June 6, 1996 April 4, 1999 December 2, 2003
VIRGINIA ASSOCIATION OF CARDIOVASCULAR AND PULMONARY REHABILITATION
BYLAWS
ARTICLE I ‑ NAME
This organization shall be known as the Virginia Association of Cardiovascular and Pulmonary Rehabilitation, hereinafter referred to as the Association. The society is a not‑for-profit organization affiliated with the American Association of Cardiovascular and Pulmonary Rehabilitation.
ARTICLE II ‑ OBJECT
SECTION 1. Purpose
The Association represents a multi-disciplinary field dedicated to the advancement of cardiovascular and pulmonary rehabilitation through education, clinical practice, and management. The Association shall further cardiovascular and pulmonary rehabilitation exclusively through educational endeavors.
SECTION 2. Objectives
A. To provide professional education through sponsorship and/or promotion of educational conferences, scientific meetings, and publications.
B. To provide a forum for information exchange which communicates with health care professionals to effect delivery of quality health‑care.
C. To provide a forum for management concerns such as program development, cost effective delivery of health‑care, and third party reimbursement.
D. To cooperate and/or collaborate with purposes and objectives similar to those of other organizations having purposes and objectives similar to the Association.
SECTION 3. Intent
A. No part of the monies of the Association shall inure to the benefit of any private member or individual. Nor shall the Association perform particular services for individual members thereof. B. The Executive Board shall provide for the distribution of funds, income and property of the Association to directly or indirectly support the objectives stated in Section 2 of Article II.
C. In the event of dissolution of the Association, whether voluntary or involuntary, all of its remaining assets shall be distributed in such manner as the Executive Board of the Association shall by majority vote determine to be best calculated to carry out the purpose for which the Association is formed.
D. The assets of this Association shall be permanently dedicated to the purpose and objectives of the Association. Distribution of assets in support of Association activities shall be limited to those activities serving the purpose and objectives of this Association. Distribution of assets to other organizations shall be limited to those organizations with purpose and objectives similar to this Association that qualify as exempt organizations under Section 501© (3) of the Internal Revenue Code of 1954. No part of the net earnings of the Association shall inure to the benefit of, or be distributable to its members, officers, or other private persons, except that the Association shall be authorized and empowered to pay reasonable compensation for services rendered and make payments and distributions in furtherance of the purpose and objectives set forth in Article II.
ARTICLE III - MEMBERSHIP
SECTION 1.
Membership in the Association shall be of the following categories: Professional Member, Associate Member and Student Member.
SECTION 2.
A roll of all members shall be kept by the Chairman of the Membership Committee.
SECTION 3.
With regard to qualifications, every applicant for membership shall meet one of the following set minimum requirements.
(a) Professional Member‑Shall be an individual dues paying member who is a scientist, health care practitioner, manager, or educator directly involved or interested in cardiovascular and pulmonary rehabilitation. The Professional Member shall be entitled to all privileges of the Association.
(b) Associate Member‑Shall be an individual dues paying member with an interest in cardiovascular and pulmonary rehabilitation, but not currently eligible for classification as a Professional Member or Student Member. The Associate Member shall be entitled to all privileges of the association except the right to vote and hold office.
(c) Student Member‑Shall be an Individual dues paying undergraduate or graduate college/university student currently carrying the equivalent of at least one half of an academic load for one academic year, as defined by said institution. The Student Member shall be entitled to all privileges of the society except the right to vote and hold office.
SECTION 4.
Waiver of Qualifications. After review, the qualifications for Professional, Associate, or Student membership may be waived by the Executive Board in Individual cases.
SECTION 5. Application for Membership
A. Application for membership shall be made on forms authorized by the Executive Committee. Application forms can be obtained from the members of the Membership Committee, or members designated by the Chairman of the Membership Committee.
B. The completed application is to be returned to the Chairman of the Membership Committee.
C. The Chairman of the Membership Committee shall process all initial applications for membership in the Association on the basis of the criteria stated in the Bylaws Article III, Section 3, Items a,b, and c and he or she shall also make decisions upon cases in which qualifications are in doubt.
D. If an application is approved, the Chairman of the Membership Committee shall inform the applicant that he or she has been admitted to the membership of the Association.
E. When an application is rejected, the Chairman of the Membership Committee shall inform the applicant of such rejection.
ARTICLE IV - DUES AND FEES
SECTION 1. A. Annual dues shall be paid by all members of the Association on or before January 1 of each year, and shall become delinquent if unpaid within two (2) months. The membership year shall be from January to December.
B. A member who is delinquent in paying his or her dues thereby loses all privileges of the Association. A member whose dues are delinquent may be dropped from the roll of the Association.
SECTION 2
Any dues paying member dropped from membership because of delinquency may be reinstated upon the filing of a new membership application together with the current dues and an additional late fee of fifteen dollars.
ARTICLE V ‑ ANNUAL MEETING
SECTION 1.
An annual business meeting of the Association shall be held to conduct business and to certify the election of Officers. The date and site for each annual business meeting shall be selected by the Executive Board and must be conducted within the first six (6) months of the fiscal year.
SECTION 2.
A quorum for the transaction of business shall consist of two‑thirds (2/3) of the membership. In the absence of a quorum, business may be transacted by a mail vote.
SECTION 3.
The President shall appoint, not later than fourteen (14) days before the annual meeting, at least two (2) Inspectors of Elections who shall receive and count the ballots, cast in person or by proxy, for the election of officers, for the adoption or rejection of the bylaws, for any other questions to be voted upon by the Membership.
ARTICLE VI ‑ OFFICERS
SECTION 1. The officers of the Association must be of Professional Member status and shall consist of the President, President‑Elect, Vice President, Secretary and Treasurer. These officers constitute the Executive Committee.
SECTION 2. All officers other than the Treasurer will be elected each year by mail ballot prior to the annual meeting. Officers other than the Treasurer will serve one year terms. The Treasurer will serve a three year term.
Unexpired terms of office or vacancies therein, with the exception of President and President‑Elect, may be filled for the remainder of the terms by appointment of the President. The officers shall assume their official duties immediately after the closing of the annual meeting in which their election has been certified.
SECTION 3.
Any vacancy in the office of President shall be filled for the unexpired term by the President‑Elect. Subsequent to completion of such a term, the President‑Elect shall fulfill his or her own term as President.
SECTION 4.
During the absence of the President, the President‑Elect shall assume the duties of the President.
SECTION 5.
Any vacancy in the office of President‑Elect shall be filled by an election.
SECTION 6. Duties‑THE PRESIDENT
A. The President shall preside at all regular and special meetings of the Association and of the Executive Board.
B. Within sixty (60) days after taking office, the President shall appoint the Chairman of all standing committees and of other Committees as may be necessary to conduct the activities of the Association. The President shall direct, through delegation of authority and specific assignments, the activities of each Committee. The President shall be an ex‑officio member of each Committee; an exception is the Nominating Committee, wherein the President serves as a voting member. C. The President shall perform the duties generally pertaining to that office together with those prescribed by law. The President shall be delegated the authority to affix his or her signature and the Association Seal in the name of the Association on all legal documents related to Association business, with the approval of the Executive Board.
D. Upon completion of term of office as president, the President will serve one year as an ex‑officio non voting member of the Executive Board. While serving in this capacity the Past President is not eligible for other offices.
E. The President shall be a member of the AACVPR. The VACVPR will pay the President’s AACVPR dues for the year.
SECTION 7. Duties‑THE PRESIDENT‑ELECT
A. The President‑Elect, during the absence of the President, shall assume the duties of the president pro tempore.
B. The President‑Elect shall serve as Chairman of the Annual Meeting Program Committee and shall perform such other duties as assigned by the President and the Executive Board.
C. In the event the President is unable or unwilling to fulfill his or her term of office, the President‑Elect shall assume, for the unexpired term, all the duties of and have all authority of the President.
SECTION 8. Duties‑ THE VICE PRESIDENT
A. The Vice‑President shall be responsible for the coordination of Association activities including the work of specific committees as directed by the President and Executive Board. The Vice‑President shall be an ex‑officio member of each committee of which he or she has supervisory responsibility.
B. In the event that the President‑Elect Office is vacated, the Vice‑President shall assume all duties of the President‑Elect until an election can be held but shall not assume the Office of President. In the event that both the President and President‑Elect Offices are vacated, the Vice‑President shall assume all duties of the President and shall have all authority of the President for the remainder of the unexpired term.
SECTION 9. Duties‑THE SECRETARY
A. The Secretary shall be responsible for keeping a record of all regular or special meetings of the Executive Board and the Association membership.
B. The Secretary shall be responsible for giving notice of all official meetings of the Executive Board.
C. The Secretary shall have such other powers and perform such other duties as may be prescribed by the President or the Executive Board.
D. The Secretary shall have charge of all papers, archives, records, and property of the Society. He or she shall maintain a roster of the members together with such data as may be of interest to the Association.
E. The Secretary shall have charge of the correspondence and shall conduct same in consultation with the President, making a report thereof to the Executive Board. He or she shall issue all notices of meetings, elections, and proposed amendments to the Bylaws. He or she shall notify members in writing of their election to office and appointment to committees.
SECTION 10. Duties‑THE TREASURER
A. The Treasurer shall be responsible for monitoring all deposits and disbursements of funds relative to all accounts of the Association and shall verify the accuracy and currency of records of such.
B. The Treasurer shall serve as Chairman of the Budget and Finance Committee.
C. The financial statements of the Association shall be subject to an annual internal audit at the September Board of Directors meeting. The internal auditors shall be the Past President, Vice president, Member at large, and the 2 members of the finance committee.
D. The Treasurer shall present a statement summarizing the receipts and disbursements of the Association to the Executive Board and to the membership at the annual meeting or at other times requested by the Executive Board.
E. The Treasurer shall receive and collect all fees, dues, and assessments, and all other monies belonging to the Association. He or she shall be accountable, therefore, to the Executive Board at such items as may be designated. He or she shall keep proper books, records, and accounts which shall at all times be open for examination by the Executive Board. He or she shall deposit the funds of the Association in such depositories as shall be designated by the Executive Board and shall maintain such deposits in the name of the Association.
F. No monies shall be drawn from the treasury except for such purposes as shall be approved by the Association at an annual meeting or shall have been authorized by the Executive Board to provide the proper conduct of the business and the furtherance of the purpose of the Association. In either case, a favorable vote of the Executive Board shall authorize such action.
G. On or before the first day of the annual billing period, or at a time determined by the Executive Board, the Treasurer shall mail to each member a bill for dues and assessments as of that date for the ensuing twelve (12) months. If any member is delinquent in dues, the Treasurer shall notify such members of any arrears owed by them and shall call their attention to the penalty for nonpayment of such arrears.
H. The Treasurer shall have such other powers and perform such other duties as may be prescribed by the President or the Executive Board.
ARTICLE VII‑EXECUTIVE BOARD
SECTION 1.
The Executive Board shall consist of a minimum of eleven (11) and not more than thirteen (13) members including the Association's current President and immediate Past President and its elected officers as well as chairmen of the standing committees, and other members who will be appointed prior to the annual meeting. To ensure representation of a minimum of four (4) disciplines, the President may, at his or her discretion, appoint two (2) additional board members at any time of the membership, including physicians, nurses, physical therapists, exercise physiologists, behavioral scientists, dietitians, respiratory therapists, educators, and other allied health professionals.
SECTION 2. Responsibilities
A. The Executive Board shall be solely responsible for matters of policy, contractual obligations, approval of the annual budget and supervision of business activities of the Association within limitations of the bylaws and standing rules.
B. The Executive Board adopts and rescinds Standing rules of the Association by which all members of the Association shall be bound.
C. The Executive Board shall have the power to regulate and conserve the property interests of the Association, to fix the annual dues of the members, to adopt, from time to time, rules and regulations for the election of members to the Association, to determine what publications shall be sponsored by the Association, to make contracts in connection therewith, and to approve any and all business not otherwise provided for, pertaining to the organization and operation of the Association.
D. The routine administrative functions of the Association as prescribed by the Executive Board and/or membership at the annual meeting shall be implemented by the Executive Board.
E. A quorum for the transaction of business by the Executive Board shall consist of a majority of the body. In the absence of a quorum, business may be transacted by mail vote.
SECTION 3. Meetings
A. The Executive Board shall hold no fewer than four (4) meetings during each fiscal year.
B. Special meetings of the Executive Board may be called by the President at such times as the business of the Association shall require.
C. The vote of a majority of the Executive Board present at any meeting at which a quorum is present shall be an act of the Executive Board.
D. Written or printed notice stating the date, time and place of each meeting shall he delivered to each board member not less than fifteen (15) nor more than ninety (90) calendar days before the date of the meeting.
ARTICLE VIII‑COMMITTEES
SECTION 1.
The standing Committees of the Association shall be: Annual Meeting Program, Budget and Finance, Bylaws, Education, Professional Liaison, Vendor Liaison, Membership, and Nominating. Other committees may include Outcomes, Program Certification, Public and Professional Relations, Reimbursement Liaison, Standards, Honoree, and Research.
SECTION 2.
The members of all committees shall hold office until their qualified successors have been duly appointed.
SECTION 3.
Special committees may be appointed and dissolved by the President as necessary.
SECTION 4.
Committee chairpersons shall report, when requested, at meetings of the Executive Committee.
ARTICLE IX‑PARLIAMENTARY AUTHORITY
SECTION 1. Parliamentarian
A Parliamentarian shall be appointed by the President. The individual shall meet qualifications, perform such duties, and comply with such procedures as are defined in the standing rules.
SECTION 2. Parliamentary Procedure
The rules contained in the current edition of Roberts Rules of Order Revised shall govern whenever they are not in conflict with law, these bylaws, rules, regulations, policies or procedures adopted by the Association.
ARTICLE X‑AMENDMENTS
SECTION I
Amendments to the Bylaws of the Association may be initiated by:
A. A proposal signed by at least five (5) professional members in good standing, delivering said proposal to the President in writing
B. A majority vote of the Executive Board
The President shall present the proposed amendment to the Executive Board for recommendations. The Bylaws may be amended by a favorable vote of two thirds (2/3) of the voting membership. Notifications of changes in the bylaws will be communicated by newsletter and at the annual meeting.
VIRGINIA ASSOCIATION OF CARDIOVASCULAR
AND
PULMONARY REHABILITATION
STANDING RULES
Adopted September 4, 1991
Revised: September 24, 1994 September 14, 1995 June 6, 1996 September, 1996 April 4, 1999 September 2004
VIRGINIA ASSOCIATION OF CARDIOVASCULAR AND PULMONARY REHABILITATION
STANDING RULES
1. The Association hereby adopts an Executive Board' Operational Manual to serve as a guide to Board members. A Structure Section will be maintained to assure a consistent transition between fiscal years.
Adopted 9/4/91
2. All resolutions will be consecutively numbered and will become a part of the Executive Board' Operational Manual.
Adopted 9/4/91
3. Appropriate uses for the Association logo will be determined by the Executive Board and will include imprinting stationery for the Association's written communication.
Adopted 9/4/91
4. Board members will attend no less than three‑fourths of scheduled Board meetings. The President will determine appropriate action when attendance requirements are not met.
Adopted 9/4/91
5. The President receives the registration fee and fifty percent (50%) of approved expenses for the AACVPR annual meeting. The Executive Board will review and approve such expense.
Adopted 9/4/91
6. Executive Board members receive no travel expense for Board meetings.
Adopted 9/4/91
7. Registration fees for the annual educational meeting will be waived for Executive Board members who have attended three‑fourths of the Board meetings during the year.
Adopted 9/4/91
8. The Executive selects an honoree to be recognized at the annual meeting and determines the appropriate method of recognition.
Adopted 9/4/91
26. The Budget/Finance Committee will conduct an annual audit of Association books and report results to the Executive Board.
Adopted 9/4/91
10. No less than once a year a calendar of Executive Board meetings and meeting locations will be reported in the newsletter to allow attendance by interested members.
Adopted 9/4/91
11. A Parliamentarian serves as a member of the Bylaws Committee, attends Board Meetings, advises on matters of parliamentary law and serves as a member of the Elections Committee.
Adopted 9/4/91
12. Each appointed committee chairperson presents goals and objectives to the Executive Board at the first board meeting following the annual meeting.
Adopted 9/4/91
13. Each committee chairperson prepares and submits a written report to the secretary two weeks prior to the annual business meeting.
Adopted 9/4/91
14. The Treasurer uses the generic budget form to submit the proposed budget for the Executive Board approval.
Adopted 9/4/91
15. The Nominating and Election Committee will send election ballots to members.
Adopted 9/4/91
16. The Nominating and Election Committee will present no less than two candidates for each office.
Adopted 9/4/91
17. The Association will charge a fee of $200 for supplying a membership mailing list and labels to any other organization. The President may waive this fee when determined appropriate.
Adopted 9/4/91
18. The Secretary will provide minutes of the annual meeting at the written request of any member.
Adopted 9/4/91
19. The Treasurer notifies each member of the need to renew membership.
Adopted 9/4/91 Revised 4/4/98
20. The Treasurer is responsible for all correspondence with state agencies regarding tax status.
Adopted 9/4/91
21. The Association will be identified as an educational organization in all communications concerning tax exempt status.
Adopted 9/4/91
22. The Nominations and Elections Committee will present proposed nominees to the Board for approval prior to contacting nominees for acceptance.
Adopted 9/4/91
23. The treasurer of VACVPR shall be the registered agent for the State Corporation Commission. Adopted 9/24/94
24. All members who have not renewed their membership by the annual business meeting will be placed on the inactive list for the period of one year. They will not be entitled to any membership benefits. Adopted 9/14/95
25. The Liaison committee will include a physician, an industrial and a professional representative and each will be included as members of the Executive Board. Adopted 6/6/96
26. All members who have not renewed their membership by postmarked date of March 1, will be required to pay current dues and a late fee of $15.00. Adopted 9/96
27. Refunds for the annual meeting will be given if requested in writing by fax, mail, or email 2 weeks prior to the state meeting . There will be a $25.00 administrative fee applied. Adopted 9/03
28. Registration fees for the annual meeting will be waived for a member providing a poster presentation. Adopted 3/04
Standing Rule #20 omitted as of 4/4/98 (originally adopted 9/4/91): New members joining the association after January 1 will not be required to renew membership until the regular renewal date of the following year.
VIRGINIA ASSOCIATION OF CARDIOVASCULAR AND PULMONARY REHABILITATION
JOB DESCRIPTIONS
&
COMMITTEE RESPONSIBILITIES
VIRGINIA ASSOCIATION OF CARDIOVASCULAR AND PULMONARY REHABILITATION ANNUAL MEETING COMMITTEE
INTRODUCTION:
The Program Committee of the VACVPR will provide for an annual conference once per year in order to enhance knowledge and promote revenue and socialization within the field of cardiovascular and pulmonary rehabilitation. The President elect shall serve as the overall coordinator of this annual meeting and will select a committee to serve for the production of this event.
COMMITTEE PERSONS:
Committee personnel will be selected on the basis of interest, leadership and organizational skills. Personnel should consist of the following:
A. Chairperson B. Registration Coordinator C. Industrial Coordinator D. Facilities Coordinator E. Financial Coordinator‑Treasurer F. Speaker Coordinator‑Educational Chair G. President VACVPR
Complimentary registration will be paid by the VACVPR for above personnel (A‑G) providing their responsibilities have been completed. The Program Committee Chair reserves the right to refuse complimentary registration to any committee member.
The Program Committee Chair also reserves the right to authorize complimentary registration, lodging, meals, travel arrangements for honored guests and speakers, upon approval of VACVPR Executive Board.
JOB DESCRIPTIONS: A. Chairperson 1. Totally responsible for the planning, organization, and directing of all activities related to the meeting. 2. Selects committee members to be approved by the Association's Executive Board. 3. Conducts committee meetings as required. 4. Responsible for the timely development of committee roster, timetable, and budget to be approved by the VACVPR Executive Board. 5. Follows the committee timetable without any deviation. 6. Insures that the overall operation is taking place in a smooth and harmonious manner. 7. Monitors all funds on a continuous basis (revenues and expenses). 8. Authorizes all expenditures. 9. Provides a written and oral report to all pertinent personnel at the quarterly board meeting.
B. Registration Coordinator(s) 1. Responsible for the registration process and the development and implementation of all brochures and pamphlets related to the meeting. 2. Follows the timetable without any deviations. 3. Contacts the VACVPR Membership Committee, and other appropriate related agencies for mailing labels, etc. 4. Organizes and plans all aspects of the registration process: a. Obtains appropriate supplies (tape, ribbons, meal tickets, etc.). b. Responsible for the preparation of registration packets. c. Responsible for the registration of symposium participants. d. Responsible for coverage of registration table. 5. Documents symposium attendees to classification ‑ member, non‑member, student, etc. and maintains an accurate count of attendance. 6. Sends all funds collected for registration to the Treasurer on a weekly basis. Copies are to be made of all checks, etc. 7. Balances the Cash Box with the Treasurer every day. 8. Issues receipts for all transactions and maintains a copy for VACVPR records. 9. Provides a progress report to the Program Committee Chairperson on a monthly basis.
C. Industrial Coordinator(s) 1. Is responsible for the organization of industrial support for the annual symposium. 2. Responsible for marketing vendors for their support. 3. Lists and documents number of booths sold with the company name, personnel attending, signage required and electrical needs. 4. Sends funds collected from the exhibitors to the Treasurer on a weekly basis. Copies are to be made of all checks, etc. 5. Follows the timetable without any deviations. 6. Secures sponsorship for speaker and special events. Keeps program chair constantly aware of support and sponsorships. 7. Works with Facilities Coordinator to assure adequate space and electrical requirements for exhibitors. 8. Provides a progress report to the Program Committee Chairperson on a monthly basis.
D. Facilities Coordinator 1. Organizes, plans, and implements all necessary arrangements with the scheduled facility prior to the event. 2. Provides brochures, registration cards, etc. on the facility to the Registration Coordinator for mailings, public relations, etc. 3. Makes all arrangements for food, beverages, etc. 4. Follows the timetable without any deviation. Secures meeting rooms for all VACVPR activities, board meetings, lecture rooms, workshop rooms, etc. 5. Makes all arrangements for lodging for speakers, guests, etc. 6. Arranges and implements meetings with the hotel staff every morning prior to the scheduled event, in order to review and assure the activities of the day. 7. Provides a progress report to the Program Committee Chairperson on a monthly basis.
E. Financial Coordinator (Treasurer) 1. Assists Program Chair in preparing budget for annual symposium. 2. Assists Industrial Coordinator in securing sponsorship for events. 3. Overall responsibility for financial direction.
F. Speaker Coordinator (Education Chair) 1. Along with the Program Committee is responsible for planning the program and workshop topics. 2. Contacts speakers and makes necessary arrangements. 3. Works closely with Industrial Coordinator in securing sponsorship for speakers. 4. Confirms CEU's with appropriate organizations. 5. Follows the timetable without any deviations. 6. Provides a monthly progress report to the Program Committee Chair.
G. President 1. Provides input on an executive level for all areas that are related to program planning, development, implementation, and marketing.
PROGRAM TIMETABLE: A. Dates of Event B. Facility secured C. Program complete D. Speakers confirmed E. Sponsorship confirmed F. Brochure completed G. Mailings scheduled H. Mailing labels ordered I. Vendors confirmed J. Public relations advertisement/calendar of events confirmed or placed
SPEAKER CONFIRMATION CONTACT: As designated by the Program Committee, every effort will be made to have a vendor financially responsible for a speaker for the Annual Meeting.
The Speaker Coordinator is responsible for contacting and confirming speakers for the Symposium. The timetable should be followed without deviations. Initial contact should be made with speakers by phone. According to the requirements of the timetable, letters should be sent to all speakers to confirm the telephone conversation. The following information should be included in the letter:
A. Brief history of the meeting B. Dates of the Symposium C. Honorarium D. Lecture time and date E. Goals and objectives of the particular lecture F. Target audience G. VACVPR Reimbursement Policy H. Information on any companies with whom they have relationships
In addition, the Speaker Coordinator should ascertain the speakers': - Accommodation needs -Special travel arrangements -AV needs
The Speaker Coordinator shall confirm each speaker's needs and relate those to appropriate committee members (i.e. room reservations with Facilities Coordinator).
The final program should also be mailed to the speakers when completed.
VACVPR SYMPOSIUM REIMBURSEMENT POLICY: Expenses will be reimbursed to the Keynote and others speakers (not workshop) according to the following schedule: A. &nb |