BYLAWS OF THE
VIRGINIA
CLINICAL COUNSELORS ALLIANCE
A DIVISION
OF THE VIRGINIA COUNSELORS ASSOCIATION
(Revised March 17, 2004)
Download Bylaws (Microsoft Word .DOC format)
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.
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.
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.
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.
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.
The most
recent edition of Robert's Rules of Order, Revised, shall govern Alliance
proceedings not specified elsewhere in the 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.