BYLAWS OF THE
VIRGINIA CLINICAL COUNSELORS ALLIANCE

A DIVISION OF THE VIRGINIA COUNSELORS ASSOCIATION

(Revised March 17, 2004)

Download Bylaws (Microsoft Word .DOC format)

Article I - Name

Section 1. The name of this Association shall be the Virginia Clinical Counselors Alliance  (VCCA), hereafter referred to as the Alliance.

Section 2. This Alliance is organized as the Virginia division of the American Mental Health Counselors Association (AMHCA), a division of the American Counseling Association (ACA). The Alliance is also a division of the Virginia Counselors Association (VCA), a state branch of ACA. The name of the Alliance shall be employed in connection with all official business and activities. The Alliance’s name shall not be used by organizations, agencies or individuals without the prior approval of the Alliance's Executive Committee or Board of Directors.

Article II - Purposes

Section 1: The purposes of the Alliance, complementary to those of the parent organization ACA, AMHCA, and VCA, are as follows:

a. Promote the counseling profession and the ethical practice of clinical counseling. Members recognize diversity in our society and embrace a multicultural approach in support of the worth, dignity, potential, and uniqueness of individuals.

b. Exchange information pertinent to clinical counseling concerns with members and other appropriate persons through newsletters, educational programs and other mediums of communication. Provide the public with information regarding the role and function of the clinical counselor.

c. Promote professional development activities for clinical counselors to expand or renew skills and help satisfy various requirements for re-certification and/or licensure; advocates high standards of professional preparation and development.

d. Monitor and take positions regarding legislation, which affects clinical counselors or the practice of clinical counseling.

e. Provide a forum through which clinical counselors may advocate for the social and emotional needs of their clients.

f. Coordinate and ally with other organizations and counselors to promote the counseling profession and address matters of clinical counseling concern.

g. Support and promote scientific research and inquiry regarding clinical counseling.

h. Monitor third party payment issues and initiate action as appropriate to represent the interests of clinical counselors.

i. Promote ethical standards and conduct among clinical counselors.

Section 2: The Alliance shall be autonomous in conducting its affairs, consistent with the Bylaws of its national and state branch affiliates.

Article III - Membership

Section 1: Classes of membership shall be those prescribed by ACA and VCA.

Section 2: Types and Requirements of Membership.

The following persons shall be eligible to become voting members of the Alliance upon payment of current Alliance dues:

a. Regular VCA/VCCA members in good standing who are interested in clinical counseling practice, research or education;

b. Student members of VCA/VCCA in good standing who are enrolled as full time graduate students in a duly accredited institution of higher education and are interested in clinical counseling practice or research;

c. Alliance members approved by VCA for Emeritus membership. Emeritus members of the Alliance shall be exempt from payment of dues with retention of all rights and privileges appertaining to dues paying members.

Section 3: Dues

Annual dues shall be established and approved by the Alliance's Board and are collected by the VCA Treasurer.

Section 4: Rights and Privileges

Voting membership shall be limited to regular, student or Emeritus members. Only members shall be eligible to hold Alliance offices, vote in elections or for referenda, and serve in a voting capacity on the Board.

Section 5: Severance of Membership

a. Nonpayment of dues disqualifies a member from Alliance membership, rights and privileges, except for duly approved Emeritus members.

b. The Alliance respectfully requests the voluntary resignation of any Alliance member whose professional counselor license or certification by any credentialing body has been revoked.

Article IV - Officers

Section 1: Officers of the Alliance shall be the President, President-Elect, Immediate Past President, Secretary and Treasurer. All officers shall be members of the Board and the Executive Committee thereof.

Section 2: Terms of Office

Terms of office shall be on a fiscal year basis commencing July 1 and ending the following June 30. Hence, subsequent use of the term year refers to fiscal year.

a. The President shall serve one year as President-Elect, one year as President and one year as Immediate Past President. The President-Elect shall automatically become President one year after commencement of the office as President-Elect, or upon the incapacity, death or resignation of the President.

b. The Secretary shall serve one year and assumes office in the year of election.

c. The Treasurer shall serve two years, subject to election in odd number years, and assumes office in the year of election.

d. In the event of the resignation, incapacity or death of the Secretary or Treasurer, the Board shall have the authority to appoint a qualified member in good standing to fulfill the remainder of the term of office.

e. No member shall be eligible to serve in the same office for more than two consecutive terms.

Section 3: Duties of Officers

a. The President shall:

1. Convene and preside over Alliance membership, Board and Executive committee meetings.

2. Serve as a member of the Board of Directors for the Virginia Counselors Association.

3. Appoint chairpersons of Alliance special or standing committees .

4. Transmit the names of Alliance officers to the President of VCA upon verification of their election.

5. Issue notices of all Board and Executive Committee meetings.

6. Monitor the activities of all Alliance committees and serve as an ex-officio member thereof.

7. Conduct the business of the Alliance consistent with the Bylaws and subject to direction by the Board or Executive Committee.

8. Transmit Alliance files or photocopies thereof to the President Elect in a timely manner, preferably by July 1, to ensure the transition of leadership and continuity of business.

b. The President-Elect shall:

1. Perform the duties of the President in the absence or incapacity of the President

2. And such other duties as the President, Board or Executive Committee may designate.

c. The Immediate Past President shall:

1. Serve as Chairperson of the Nominations and Elections Committee.

2. Perform duties as requested on a mutually agreeable basis to assist the President, Board or Executive Committee in the transaction of Alliance business.

d. The Secretary shall:

1. Record and distribute to the Board all proceedings and resolutions of Board and Executive Committee meetings, including committee reports, within 30 calendar days of the adjournment of each meeting.

2. Transfer the files of Alliance minutes not later than June 30 to the Secretary-Elect.

3. Maintain a current roster showing contact information of Board members, Executive Committee members, standing and special committee chairpersons.

e. The Treasurer shall:

1. Receive, deposit and disburse Alliance funds and ensure that these monies are utilized to conduct official business and comport with Board approved budget and fiscal policies.

2. Make a written report regarding revenues and disbursements at each Board meeting.

3. Maintain a record of revenues and expenditures consistent with accepted accounting practices based upon the recommendation(s) or advice of an independent certified public accountant.

4.  Invest Alliance funds as approved by the Board.

5. At the request of the Board, arrange and supply documents for a financial review of Alliance revenues and expenditures by an accounting entity approved by the Board.

6. Transfer all Alliance funds and fiscal records to the newly elected Treasurer within 15 calendar days of their assumption of office.

Section 4: Removal of Officers

a. An elected officer, Board member or Executive Committee member:

1. Shall be considered ineligible to serve if their Alliance membership is not current.

2. May be removed by special election or referendum called by the Board.

Article V - Nominations and Elections

Section 1: All candidates for office shall be members in good standing of the Alliance. As required by VCA Bylaws, officers shall be members in good standing of ACA and VCA.

Section 2: The Nominations and Elections Committee shall be appointed by the Alliance President with the exception of the Immediate Past President who shall serve as the Chairperson. The committee shall consist of a minimum of three members of the Alliance in good standing. At least one member of the committee shall be a representative of the Association at large who does not hold elective office and is not a Board member.

Section 3: The Nominations and Elections Committee shall solicit prospective candidates for offices from members of the Board, committees, and the general membership.

Section 4: The Committee shall screen nominees for their eligibility, willingness to serve and qualifications of the office for which they are to be nominated.

Section 5: The Committee shall recommend and the Board shall approve election procedures which accomplish the following:

a.         Maximum participation by the membership.

b.         Protection against voting fraud of any kind.

c.         Secret balloting.

d.         Provision for write-in candidates.

e.         Completion of voting within specified time frames.

f.          Counting and certification of votes.

g.         Provision for electronic voting.

Article VI - Board of Directors

Section 1: Composition and Qualifications

a. The Board of Directors, elsewhere referred to as the Board, shall be comprised of the President, President-Elect, Immediate Past President, Secretary, Treasurer, six (6) at large members two of which shall be students.

b. At large members shall be solicited from the general membership. Candidates shall be Alliance members in good standing, demonstrate interest and leadership potential in the counseling field, and be of sound judgment and reputation.

c. The Board may appoint ex-officio members by fiscal year to serve as the Board deems advisable. Such ex-officio members shall be without vote.

d. The President may invite the attendance of committee chairs and resource persons as deemed necessary to conduct Alliance affairs. These persons shall be without vote.

Section 2: Terms of Office for Board Members

a. Alliance officers shall serve during the tenure of their respective terms of office.

b. At large members shall serve two year terms, renewable for a maximum of one additional year with concurrence of the member and the Executive Committee.

Section 3: Functions and Authority of the Board of Directors

a. The Board shall formulate and approve policies that comply with provisions of the Bylaws.

b. The Board shall be responsible for the execution of all Alliance business including but not limited to the formulation and/or approval of: an annual operating budget, expenditures, contracts, resolutions dues and other matters consistent with Alliance purposes and Bylaws.

c. Board members shall serve without compensation except for reasonable expenses necessary to conduct official Alliance business consistent with Bylaws and policies.

Section 4: Meetings of the Board of Directors.

a. The President shall serve as Chair of the Board.

b. The Board shall meet often enough to carry on Alliance business and as otherwise called by the President or any three members of the Executive Committee. Meetings shall be held at such time and place as designated by the President or any three members or the Executive Committee.

c. Fifteen calendar days notice of a Board meeting shall be distributed to the last known contact information for each Board member. Such notice shall, insofar as practicable, specify the business to be transacted.

d. The Board shall have a quorum equal to a simple majority of currently occupied positions to transact any business.

Section 5: Executive Committee.

a. The Executive Committee of the Board of Directors shall be the Alliance President, President-Elect, Immediate Past President, Secretary and Treasurer.

b. The Executive Committee shall have the following duties, responsibilities, and authority:

1. Monitor the activities of committees to assure that they are consistent with Association purposes.

2. Establish the agenda for Board meetings.

3.  Review and approve bids and contractual agreements.

4. Screen and approve Board members. Screening and approval shall be limited to determining that they are Alliance members in good standing.

5. Fill unexpired terms for Board members or officers who resign or are removed, except for the President who is automatically succeeded by the President-Elect.

6. Call Board meetings with the concurrence of three members.

7. Act for the Board when such action is deemed necessary to carry out Alliance business or achieve Alliance purposes. All such actions shall be reported to the Full Board at its next meeting.

8. Appoint special committees as deemed necessary to conduct Alliance affairs.

9. Carry out other duties and tasks as designated by the Board or specified elsewhere in the Bylaws.

Article VII - Committees

Section 1: Appointment of Committees.

a. Committees of the Alliance, both standing and special, may be created to promote Alliance purposes at the direction of the President, President-elect (within 30 days prior to assumption of office), Board or Executive Committee .

b. Special committees shall continue until completion of their assigned task(s) but not more than two years from the date of appointment unless reappointed.

Section 2: Composition of Committees

a. The appointing authority for a committee shall designate the size of the committee.  Members in a non-voting, advisory capacity may participate as approved by the committee chairperson.

b. Committee Chairpersons, except for the Nominations and Elections Committee, shall be appointed by the President from Alliance members in good standing, and shall serve at the pleasure of the President.

Article VIII - Business Affairs

Section 1: Contracts

a. All contractual agreements shall be included in the annual budget or otherwise approved in advance by the Board.

b. The President shall endorse all contracts.

Section 2: Fiscal Year and Budget

a. The Alliance shall operate on a fiscal year basis from July 1 to June 30.

b. The Treasurer shall submit recommendations for an annual budget to the Executive Committee, which shall prepare a budget proposal for the full Board.

c . The budget shall provide a detailed projection of expenditures and revenues for the fiscal year.

Section 3: Fiscal Policies and Disbursements

a. The Board shall develop, approve, and periodically review fiscal policies and procedures related to the disbursement and investment of Alliance funds.

b. Audit findings and recommendations by an accounting entity shall be given due consideration in the promulgation and review of fiscal policies .

c. Disbursements shall be supported by receipts or other acceptable documentation.

d. All requests for disbursement of funds shall be submitted to the Treasurer accompanied by certification from the payee that all expenditures were incurred for official Alliance business.

e. Disbursements shall be approved by the Treasurer for budgeted or Board approved expenditures. Where a request for reimbursement presents a question of prior approval, appropriate documentation, or comportment with official Alliance business, the Treasurer shall defer to the President who reviews and may authorize the expenditure as deemed appropriate.

f. The Treasurer or President may delay disbursement and seek approval by the Executive Committee or Board, as they deem necessary, before authorizing reimbursement.

Section 4. Disposition of Assets Upon Dissolution. Upon dissolution of the Alliance, assets shall be transferred to the VCA Treasurer.

Article IX - Rules of Order

The most recent edition of Robert's Rules of Order, Revised, shall govern Alliance proceedings not specified elsewhere in the Bylaws.

Article X - Bylaws

Section 1: Amendments

a. Proposed amendments to these Bylaws shall be approved by an affirmative vote of 2/3 of the Board.

b. Members shall be provided with at least 30 days prior notice of any proposed Bylaws amendment(s). This notification may be delivered electronically.

Section 2: Interpretation

a. The Board of Directors’ interpretation of the by-laws shall be considered the correct interpretation when reached by a majority vote.

Section 3: Implementation

a. Two thirds (2/3) of the ballots favoring approval shall be required for the amendment to be adopted.

b. Amendments shall take effect immediately, unless otherwise stipulated, upon adoption by the Board.

 

VCCA Home