The membership dues of the association shall be set by the board of directors and approved by a majority vote of the active membership present at the annual meeting. The dues structure will reflect membership classifications. The dues shall be payable to the association on an annual basis.
A legislative committee, whose duty shall be to develop recommendations on legislative issues, inform the membership of pending or potential legislation that will affect school systems, and initiate appropriate contacts with legislators.
A professional development committee, whose duty shall be to review and recommend programs for meetings and conferences for the association.
A nominating committee, whose duty shall be to provide a slate of candidates to serve as officers of the association each year and voted on by the majority of the membership present at the annual meeting.
Ad hoc committees shall be formed at the discretion of the board of directors, president, or executive director to address special issues as they arise.
It shall be the duty of the president to preside at the annual meeting and at special meetings during his/her term of office. It shall be his/her duty to advise the board of directors from time to time and, with their advice and consent, prepare a program for the annual meeting; to represent the Virginia Association of School Superintendents at any conferences with members of the Virginia Department of Education and with any other officials when, in his/her judgment, representation is desirable; and to perform such other duties as expressly authorized and implied by the nature of his/her office.
It shall be the duty of the president-elect to serve as presiding officer in the absence of the president and succeed to the office of the president if that office should become vacant.
It shall be the duty of the secretary to keep a complete and accurate record of the proceedings of each meeting.
It shall be the duty of the board of directors to consult and advise with the president on all matters of concern to the association. The board of directors shall provide for the filling of any vacant office except where otherwise provided. The board of directors shall have authority to establish the location of the association's office, adopt positions on current issues that are not inconsistent with positions that have been established by the majority of the membership, and recommend policy matters to the membership.
It shall be the duty of the executive committee to approve operational matters and to review pending issues and make recommendations to the board.
The executive director shall keep the membership informed, coordinate meetings and registration, assist with legislative communications, collect membership dues, pay accounts, make a financial report at the annual meeting, and perform other duties included in the job description approved by the board of directors or membership.
The executive director will establish the agenda for each board of directors meeting, with input from the officers and board members, prior to the board meetings. The executive director and VASS staff will communicate effectively all matters before the association throughout the fiscal year. The executive director, VASS staff, the president and officers may meet on a regular basis between board meetings to keep the leadership of the association apprised of work of the association.
Terms of officers shall be for one year beginning at the conclusion of the Annual Conference of Division Superintendents/Virginia Association of School Superintendents spring annual meeting and ending at the conclusion of the spring annual meeting the next year.
Candidates for office will be nominated by a committee appointed by the president and by nominations from the floor. Nominees will be voted into each office by a majority of active and retired members in attendance at the annual meeting.
This constitution and these bylaws as amended shall go into effect upon adoption by the association.
Neither the members of the board of directors of VASS, nor the members of committees of the board of directors, shall receive a salary or compensation for so acting. The board of directors may establish a policy for reimbursement of expenses incurred by directors or members of committees of the board of directors, as the board of directors shall deem appropriate and in keeping with the mission of VASS.
The fiscal year of VASS shall begin on July 1 and shall end on June 30. The board of directors will present a proposed budget to the membership during the annual meeting at the spring conference. The membership, by majority vote of those present, will adopt the annual budget for the upcoming year during the annual meeting.
Each director, each member of a committee of the board of directors and each officer, in the performance of his/her duties, will be fully protected in relying in good faith upon the records of VASS and upon such information, opinions, reports, or statements presented to VASS by any of the directors or officers, or by committees of the board of directors, or by any other person, which said director, committee member or officer believes are within such other person's professional or expert competence.
The financial statements will be reviewed by an independent public accounting firm at the end of each fiscal year in accordance with standards promulgated by the AICPA. This report will be presented to the board of directors by the executive director at the next available board meeting following the completion of the financial review.
The executive director will be responsible for filing annually the tax return required of 501(c)6 organizations with the Internal Revenue Service.
Adopted: April, 1993 (VASS incorporated on February 19, 1993)
Amended: Spring, 1995
Amended: May 3, 2016
Amended: May 9, 2017