By-laws
Article I � Name
Section 1. Name
The name of this organization is The Virginias' Women in Agriculture
(VAs' WIA).
Article II � Purpose
Section 1. Purpose
The Virginias' Women in Agriculture has a mission to provide
assistance, education and support to women farmers and women in ag-
related businesses and to encourage them to become involved in
changing the face of agriculture.
Article III � Membership
Section 1. Eligibility
All persons interested in The Virginias' Women in Agriculture are
eligible to join. Membership dues shall be $25.00 per calendar year
per member. Representative members from Virginia Tech, ag agents,
etc., shall not pay dues. The Board will determine persons eligible
for membership without dues. A member shall be defined as an
eligible person with dues paid in full as required by the
organization.
Section 2. Membership Year
The membership year shall be the same as the fiscal year, which
shall both be the same as the calendar year. The Board of Directors
shall meet three (3) times a year, in person, if possible, or by
email meeting or conference call. The Board shall meet annually in
person once a year and this meeting shall be open to the membership.
Section 3. Non-Discrimination
Membership in VAs' WIA is open to all eligible and accepted persons
and shall not be denied to any person on the basis of age, race,
gender, religious orientation, national origin or sexual
orientation.
Section 4. Rights and Liabilities of Members
Members of the VA's WIA shall not be responsible for the debts of
the organization. VA's WIA members may be reimbursed for reasonable
expenses incurred on behalf of VA's WIA, if such expenses are
approved by the Board of Directors and with presentation of a sales
receipt for the records of the organization. Expenses without Board
pre-approval shall not exceed $25.00.
Article IV � Voting
Section 1. All members as defined in Article III Section 1 shall
have the right to vote on matters presented to VAs' WIA members at
any business meeting and also on any issue presented officially
through the Web Master on
[email protected] or on the official web
site of the organization. Each member has one vote, regardless of
office. Voting can occur at the Board meetings or on
[email protected]. The deadline for
voting shall be ten days from the initiation of the vote.
Section 2. The Board of Directors shall set the agenda for the
annual business meeting. Any member may bring an issue before the
Board of Directors and request that the Board bring an issue before
the membership. Any item to be placed on the agenda must be
submitted thirty days before the meeting to the Secretary of the
organization.
Section 3. A quorum shall consist of a simple majority of the Board
of Directors for Board meetings.
Article V � Officers
Section 1. Board of Directors
Members of the Board of Directors shall include the Chair, the Vice-
Chair, the Secretary, the Treasurer, the Web Master and a District
Director from each of the nine districts as defined in Article V
Section 2.
Section 2. Districts
District Directors shall represent the states of Virginia and West
Virginia from each of the Northern, Eastern, Central, Southwestern,
and Western Districts of Virginia and from each of the Northern,
Eastern, Southern and Western Districts of West Virginia.
Section 3. Nominations
Nominations for Board members shall be opened three months prior to
the annual Board Meeting. Nominations for Board members shall be
made through the Web Master for announcement on
[email protected]. The Web Master will
notify the Vice Chair of any nominations for inclusion in the
newsletter. Each nominee will be asked for a biographical statement
for inclusion in official announcements. Any member at the annual
Board meeting may make additional nominations. Any member as
defined in Article III Section 1 may be nominated for election as an
officer or director of VAs' WIA.
Section 4. Election Dates and Terms of Office
Elections for officers and district directors shall be held at the
scheduled annual meeting of the membership every two years, with the
new Board of Directors assuming their offices at the next Board
meeting. Board members shall be elected for a two-year term by a
simple majority vote of the members in attendance and may serve no
more than two consecutive terms.
Section 5. Duties of the Officers and District Directors of the
Board of Directors.
A. Chair
This officer supervises the operations of VAs' WIA. The Chair will
conduct all meetings of the regular membership and of the Board of
Directors. The Chair will also sign checks along with the Treasurer
for approved expenses of the organization.
B. Vice-Chair
The Vice-Chair shall assist the Chair and shall assume the duties of
the Chair in that officer's absence. The Vice-Chair will be
responsible for producing and distributing a bi-annual newsletter to
all members that will also be published on the VAs' WIA web site for
the public. The newsletter will include an annual list of the
membership and also include a copy of the by-laws annually. The
Vice-Chair will provide, with assistance when needed, all
communications with membership, media or public for Vas' WIA.
C. Treasurer
This officer shall oversee the receipt of all funds for the
organization, maintain an account for organization monies at a
secure financial institution, maintain accurate and timely financial
records, and disburse funds to cover approved expenses. This
officer will be authorized to sign checks along with the Chair for
approved expenses of the organization. The Treasurer shall consult
with the Chair to propose a projected annual budget prior to each
annual Board meeting for presentation to the membership. The
Treasurer shall also present a summary of the financial records for
the previous year at each annual Board meeting.
D. Secretary
This officer shall oversee the taking and preservation of the
minutes of the organization and maintain all non-financial records
of the organization including: the membership rolls, a calendar of
events listing times, dates and places of membership and Board of
Directors meetings and other educational or social events. This
officer will accept additions to the agenda for annual Board
meetings from the membership and with the aid of the rest of the
Board shall set the agenda for the annual Board meetings.
E. Web Master
This officer shall oversee the official
[email protected] by monitoring and
approving membership and making official announcements as required
by the organization. The Web Master will accept nominations for
office and post biographies and information about nominees on
[email protected] as needed. This officer
shall also maintain the official VAs' WIA web site at www.---------
.org and with assistance when necessary oversee needed additions and
changes to the web site. The VAs' WIA By-Laws shall be posted and
maintained on the official VAs' WIA web site.
F. District Directors
The District Directors shall represent the concerns and membership
of their individual districts. These officers shall also be
responsible for identifying and approaching for membership any women
farmers in their districts. These officers shall also be authorized
and responsible for distributing any press releases or other
information in their Districts to the public. District Directors
may hold District meetings at their individual discretion and shall
distribute a newsletter by email or regular mail four times a year
to their District members. District Directors shall also prepare
and submit a report from their District to the Vice-Chair for
inclusion in each bi-annual newsletter.
Section 5. Resignation and Removal
A. Any member of the Board of Directors can only be removed by
a unanimous vote of the Board of Directors. Removal of a Board
Member from the Board of Directors does not imply removal from
membership in VAs' WIA.
B. An unexcused absence from a regularly scheduled annual Board
meeting constitutes removal from the Board of Directors.
Section 6. Vacancies
When a vacancy on the Board of Directors occurs, the Board of
Directors shall appoint by majority vote a member in good standing
to serve out the remainder of the term.
Article VI � Meetings
Section 1. Rules of Order
All meetings of the organization shall be governed by "Robert's
Rules of Order."
Section 2. Meetings of the Membership
The Board shall meet annually in person once a year and this meeting
shall be open to the membership. The Board may call additional
meetings of the membership as needed. Members will be notified of
dates, times and locations of membership meetings at least thirty
days in advance of meetings. This notification shall be through the
official mailing list, web site and newsletter as well as by
individual mailings if necessary. The Board may call for an
Executive Session if needed during an annual business meeting.
Section 3. Meetings of the Board of Directors
Meetings of the Board of Directors shall be held quarterly in
person, by conference call or by email meeting. The Board of
Directors may meet more often if needed. The duty to call meetings
rests with the Chair and prior notice of at least forty-eight hours
must be given to all Board members in order for a meeting to be
called.
Article VII � Committees
Section 1. Standing Committees
The Board of Directors shall determine standing committees, with
input from the membership. The Board of Directors shall appoint the
committee chairpersons.
Article VIII- Ethics Policy
Ethics violations, including but not limited to conduct that brings
damage to Virginias' Women in Agriculture, its reputation, a Vas'
WIA member or a customer, such as dishonesty or engaging in abusive
husbandry practices, will result in immediate action by the Board of
Directors.
An emergency meeting will convene, either by teleconference or by
email, to discuss what action should be taken. Ethics violations
will be handled on a case by case basis. If it is determined that
there has been an ethics violation, the member will be contacted
immediately and given the chance to respond before any sanction is
imposed by the Board.
If a sanction is deemed necessary by the Board, the member will be
privately notified. A notice will also be sent to the membership
that a sanction has been applied. A member who has been sanctioned
will have 48 hours upon receipt of the private notification to
appeal to the Board.
Sanctions include a simple reprimand to expulsion from the
organization. Should expulsion occur, dues will not be refunded.
Article IX � By-law Adoption and Amendment
Section 1. These by-laws shall be adopted by a two-thirds
affirmative vote of Vas' WIA membership.
Section 2. Amendments
Any member may request a change in the by-laws. When changes are
proposed, the changes must be presented in writing and placed on the
agenda of an annual Board of Directors meeting and voted on at the
next annual Board meeting. A two-thirds affirmative vote of all
membership is required to adopt a change in the by-laws and a vote
may be arranged online through the official group.