NEWVMA CONSTITUTION AND BY-LAWS

Updated March 1, 2011

 

ARTICLE I

The name of this association shall be:  NORTHEASTERN WISCONSIN VETERINARY MEDICAL ASSOCIATION.

 

ARTICLE 2

This association shall be a constituent association of the WISCONSIN VETERINARY MEDICAL ASSOCIATION.

 

ARTICLE 3

The association area shall consist of all or parts of fourteen Northeast Wisconsin counties and defined to include all or parts of the border counties of Sheboygan, Fond du Lac, Green Lake, Waupaca, Shawano, Oconto, and Marinette; the county line between Winnebago and Waushara county; and all the counties located within this perimeter.

 

ARTICLE 4

The purposes shall be:

a. To provide various means of communication for its members through meetings, newsletters, telephone, e-mail, website and personal contact.

b. To broaden the outlook and interests of the veterinarian.

c. To provide continuing education opportunities for its members.

d. To provide guidelines to the membership in any area where such need arises.

e. To develop an improved and favorable public image of the veterinarian and veterinary medicine.

f. To maintain the dignity of the profession by recommending that each member abide by such ethical practices as shall be drafted by the AVMA, the WVMA and the NEWVMA.

g. To be of service to the public as a group or as individuals in any situation or emergency where the knowledge of disease control possessed by veterinarians can be utilized.

 

ARTICLE 5

The designation of classes of members and the qualifications, rights, method of acceptance and expulsion of members shall be set forth in the by-laws.

 

ARTICLE 6

These ARTICLES may be amended or altered by following this procedure:

a. Proposed amendments or alterations to the ARTICLES must be submitted in writing to the secretary.

The proposal must be specific in detail as to which ARTICLE is to be changed and how it is to be worded.

b. The proposal shall be read at the first annual meeting following receipt, or announced via e-mail, website and/or mail.   If the proposal receives a majority vote, it shall be referred to the NEWVMA Board members.

c. A copy of the proposal and the recommendations of the NEWVMA Board shall be posted onto the NEWVMA website at least thirty days prior to action.

d. The proposal shall be distributed via e-mail and/or mail and put in the form of a motion. The proposal shall become effective when passed by a two-thirds majority of respondents.

 

ARTICLE 7

These ARTICLES supersede and take the place of the heretofore existing ARTICLES, and amendments thereto.

 

BY-LAW I

MEMBERSHIP

Section 1 - Active Membership

An active member shall be a graduate of a veterinary school recognized by the AVMA. He or she must reside or work in the association area except for previous active members who leave the area may continue their membership.  Professional conduct shall be in conformity with such recommendations as listed by the AVMA, the WVMA, and the NEWVMA.  A member must be current in paying dues. A member shall have the right to one vote on all matters brought before a meeting, may hold office if qualified, and serve on such committees to which appointed.

 

Section 2 - Life Membership

This is an honorary status created to reward deserving members by granting them all the rights of active membership without requiring payment of dues. Life membership, once granted, shall continue for the life of the member. A life member is one who has been an active member and is at least 65 years of age. The Board may approve such status after reviewing such factors as age, date of graduation, active membership, etc.  Each person receiving this status shall be presented with a certificate from the association. 

 

Section 3 - Honorary Membership

This status is created as a means for the association to bestow recognition on anyone who has contributed to the advancement of veterinary science, agriculture, or in some other field which deserves recognition. Candidates for this status may be nominated by any member. The qualifications of the candidate shall be considered by the Board. The Board may approve such status if it determines the nominee to be worthy of the award. Honorary members shall have none of the rights of members and shall be exempt from paying dues. Each person receiving this status shall be presented with a citation with a certificate from the association. The Board shall have the right to revoke honorary membership if at some future date it is determined that the recipient is unworthy of the honor.

 

Section 4- Meritorious Life Membership

This is an honorary status created to reward deserving members by granting them all the rights of active membership without requiring payment of dues.  Meritorious life membership, once granted, shall continue for the life of the member.  A meritorious life member is one who has been an active member and has shown extraordinary dedication in their actions of service to NEWVMA. Candidates for this status may be nominated by any member. The Board may approve such status after reviewing such factors as active membership and service to the organization.   Each person receiving this status shall be presented with a certificate from the association.  The Board may revoke such membership if the person no longer qualifies; or for other reason brought to its attention which makes it undesirable to continue a person in such status.

 

Section 5 - Reciprocal Membership

This status is created as means for the association to allow persons living outside the association area to belong to the NEWVMA.  A person desiring such status shall make application in writing to the Board. The Board shall consider the application and decide on granting such status. Dues may be established or waived by the Board. Such member shall have the right to serve on committees in an advisory capacity; but shall not have the right to vote or hold office.  Failure to pay such dues as established by the Board shall terminate such membership. The Board may revoke such membership if the person no longer qualifies; or for other reason brought to its attention which makes it undesirable to continue a person in such status.

 

Section 6 - Associate Membership

This status is created as a means for the association to recognize a qualified person or persons who would be willing to advise the board on legal and business matters. This person must be one who is qualified in law or business or both. To be considered for this status, a candidate shall indicate his interest in serving the association in this capacity. Such member shall be selected by the Board after due consideration. Such membership shall be for a period of one year and to remain in effect must be renewed annually by the Board at the first Board meeting of each year. No dues payment will be required of such member.  He or she may participate in meetings and serve on committees in an advisory capacity, but may neither vote nor hold office.

 

Section 7 - Inactive Membership

An active member may request inactive membership status. Such request for inactive status shall be made to the Board stating the reason[s] for requesting inactive status. The Board shall consider the request to decide if such status should be granted. No one may remain in the inactive status longer than two years except by approval of the Board. The Board shall notify any inactive member that his status will terminate at least three months before the two years will expire. Inactive members have no rights; nor are they required to pay dues.

 

 Section 8 - Election to Membership

Application for active membership shall be on forms supplied by the association. The application shall be filed with the secretary who will present it to the Board for consideration at the next Board meeting.  Majority approval of the application by the Board shall validate acceptance. The application must be accompanied by an initiation fee which shall be equivalent to one years’ dues or a prorated portion thereof; such prorated portion shall never be less than an amount equal to one-half of the annual dues.  The initiation fee shall constitute the dues for that year and shall be returned to the applicant if membership is not granted.

 

Section 9-Membership to New Residents

The Board may grant active memberships to qualified veterinarians who are new residents in the association area. The recipient must validate such membership by filing a membership application with the secretary.  Such granted memberships shall not require payment of dues in the year in which they are granted, and shall not be for a period of time longer than six months.

 

Section 10 - Dues

The amount of dues assessment shall be determined by the Board.  Dues are payable by January 1st of each year. The treasurer shall prepare statements which the secretary shall send to each member of record in November or December  of each year.  

 

Section 11 - Tenure

A member of the association shall retain his membership as long as he or she fulfills the requirements of active membership. A member shall be considered delinquent in dues payment if he or she has not paid dues as of January 1st. The secretary shall notify those who are delinquent in paying dues by letter in January and again in If the dues are not paid after the third and final notice in March, active membership will automatically be revoked and the person shall be dropped from the membership roster after notification of such to the Board.

 

Section I2- Reinstatement

Application for reinstatement as an active member must be made to the Board by anyone who has previously been an active member or who is in an inactive status. The Board shall review the petition for reinstatement in private session to determine whether to approve the request. If reinstatement is approved, The Board may levy a penalty: such penalty shall be limited to a maximum amount not to exceed the equivalent of two years dues. A penalty is not mandatory and shall only be levied with good reason.  Each case to be considered on its own merits.

 

BY-LAW II

OFFICERS. TERMS, AND DUTIES

Section 1 - Terms and Election

The elected officers of the association shall be: President and President-elect. The Secretary, Treasurer and/or Executive Director shall be appointed by the Board. The term of office shall be one year for the President. The President-Elect shall automatically become President after serving one year as President-Elect. The term for each may be extended until a successor is elected. The term of office for the Secretary and the Treasurer shall be determined by and at the discretion of the Board. Nominations for the office of President-Elect shall be open from the membership until the fall Board meeting.  Election of the President-Elect will take place at that meeting. The President shall induct the President Elect at the first meeting of the new year. The President who has just finished serving the term shall become immediate Past President.

 

The non-elected officers shall ideally consist of seven persons who are to be called Directors. One Director shall come from each of the four districts of the association; with the fifth Director to be the immediate Past President; the other directors  to be the elected WVMA Representatives from District III and IV.  The terms of office for District Directors shall be two years. The Secretary and the Treasurer shall become members of the Board upon appointment. Each shall abstain from voting when their position is up for consideration or renewal.

 

Section 2 - Qualifications of Officers

Active members who have been in good standing shall be eligible for nomination for the office of President-Elect, Secretary, or Treasurer. The Past President shall not be eligible for any other elective office until he has completed his service as a Director on the Board. Any member from the districts shall be eligible to be a Director.

 

Section 3 - Duties of Officers

President

He or she shall preside at all meetings of the association and shall be chair of the Board. He or she shall make appointments to all committees deemed necessary and shall be an ex-officio member of all committees. The president shall confer with the officers and directors on association business and affairs, shall present a report to the association at the end of his term which shall review the past years activities and shall include suggestions and recommendations as to how the association can better serve its members.

 

President-Elect

He or she shall automatically become president at the termination of the latter's term of office. He or she shall automatically assume the duties of the president:

1. Upon the death of the president.

2. Upon the disability of the president.

3. Upon the request of the president.

4. In the absence of the president.

He or she shall be an ex-officio member of all committees with the exception of those to which he or she is specifically appointed as a member. If he or she is unable to assume the duties as president a special election for president shall be held.


Secretary

The secretary shall keep all the records of the association and minutes of the meetings, shall maintain a current membership roster and mailing list, shall supply the officers and directors with such copies as are needed, shall be responsible for all association correspondence, shall notify each member of the time and place of each meeting, shall assist the treasurer in collection of dues,  shall be an ex-officio member of all committees with the exception of those to which he or she is specifically appointed as a member. The secretary shall act as advisor to the president.

 

Treasurer

The treasurer shall be the fiscal officer of the association,  shall arrange to bank all moneys collected from dues or that are received from various other sources in an account in the name of the NEWVMA, shall pay such bills as are incurred in the name of the association necessary to its operation,  shall collect dues and shall maintain records of payment of dues by each member,  shall arrange with the bank which holds the association funds for the secretary to be authorized to draw money out of the association account as shall be necessary for the conduct of association operation in case of the disability, absence, or death of the treasurer,  shall make a detailed financial report to the membership on the past years income and expenditures, and to the Board whenever requested by that body.

 

Executive Director

The executive director is a salaried appointed position to the Board that can be held by an active member or an associate member.  Such appointment is at the discretion of the Board. Renewal of position and salary shall be determined annually by the Board at the first Board meeting of each year. When appointed, the executive director shall assume the above outlined responsibilities of the secretary and treasurer. 

When an executive director is appointed, the Board will make a decision to have the secretary and/or treasurer position(s) held either by:

1)      (An) active member(s) who will act as (an) advisor(s) to the executive director and assist with duties when appropriate or

2)      By the executive director, if he or she is an active member.  In the case that the executive director is both the secretary and treasurer and is appointed as a member of the Board, the power of only one vote is bestowed and he or she shall abstain from voting when his or her position is up for consideration or renewal.

 

 

BY-LAW III

MEETINGS

There shall be an annual meeting in the fall of the year, the Board shall determine the time and place of the meeting and announce it to the membership.  A special meeting may be called by the President, at the request of the Board, or at the written request of ten percent of the active members.

 

BY-LAW IV

The procedure for conducting a meeting as outlined in "Roberts Rules of Order"[revised] shall be used as a guide wherever they are applicable and are not in conflict with the by-laws or any special rules created by the Board. The President may appoint a member to serve as parliamentarian. The parliamentarian shall make decisions as necessary to advise the President in the conduct of a meeting.

 

BY-LAW V

METHOD OF AMENDING THE BY-LAWS

These BY-LAWS may be amended or altered by following this procedure:

a.  Proposed amendments or alterations to the BY-LAWS must be submitted in writing to the secretary. The proposal must be specific in detail as to which BY-LAW is to be changed and how it is to be worded.

b. The proposal shall be read at the first annual meeting following receipt, or announced via e-mail, website and/or mail.   If the proposal receives a majority vote, it shall be referred to the NEWVMA Board members.

c. A copy of the proposal and the recommendations of the NEWVMA Board  shall be posted onto the NEWVMA website  at least thirty days prior to action. 

d. The proposal shall be distributed via e-mail and/or and put in the form of a motion. The proposal shall become effective when passed by a two-thirds majority of respondents.

 

BY-LAW VI

CONTINUITY

These BY-LAWS supersede and take the place of the heretofore existing BY-LAWS amendments thereto. At the time of adoption of the CONSTITUTION and BY-LAWS all officers shall continue in office to the end of their term. No special elections are to be held unless there are vacancies or resignations.

 

BY-LAW VII

GOVERNING STRUCTURE

Section 1 - Board of Directors

The Board of Directors, referred to in the by-laws as the Board, shall be the administrative body of the association and shall be made up of:  President, President-elect, Secretary, Treasurer, immediate Past President, WVMA District III & IV reps and four District Directors and the executive director when applicable.  

 

Section 2 - Districts and District Directors

The association area shall be divided into four workable districts; the boundaries of the districts shall be determined by the Board. The districts shall be named; Badger VMA, Fox Valley VMA, Lakeland VMA, Packerland VMA. The members within each district shall select or elect one of their members to be District Director. The District Director shall be an active member other than an elective officer or the immediate Past President. The Board shall appoint an acting District Director to represent the District from among the district members should a district fail to act in choosing one.   In the event that a District Director is not elected or nominated from the respective district, a member at large (from any district) may be nominated by the Board to fill the vacancy. The member at large should be an active NEWMVA member.

 

Section 3 - Term of Office

The elected officers shall be members of the Board during their term of office. The immediate Past President shall be a member of the Board for one year following his or her term as President. The District Directors shall be members of the Board for two years. They may succeed themselves as District Director if selected or elected by the District VMA to serve another term.  District Directors shall start their term of office on January 1.

 

Section 4 - Board Meetings

The Board shall meet at least four times a year, and at other such times as determined by the needs of the association. A special meeting must be called at the written request of three of the Board members; such request shall state the reason[s] for such a meeting.  Five Board members shall constitute a quorum for the transaction of business. Chairman of the Board shall be the President. In the absence of the President, the order of succession for chairman shall be: Immediate Past President, Secretary, Treasurer, and President-elect. It is incumbent upon the members of the Board to be present at every meeting. If unable to be present, the member will inform the Secretary that he will be absent and appoint someone to represent him at the meeting. Such representative shall have the right to vote.

 

Section 5 - Duties and Conduct of Business

The Board shall make all rules necessary to carry into effect the provisions of the Constitution and By-Laws. It shall have the power to take action on matters that pertain to the conduct and administration of association and business. It shall consider candidates for all classes of membership, and shall verify the credentials of the applicants. Eligible and qualified candidates can be elevated to the various classes of membership by majority vote. It shall take action to revoke any membership whenever such action is necessary. It shall mediate disputes between members. A majority vote shall constitute passage of items of business except for such times when the Board may adopt a special rule for a particular item of business; such rule will require more than a simple majority vote and shall be specifically stated when adopted. It shall report on its activities and decisions by newsletter, and at association.

 

BY-LAW VIII

COMMITTEES

Such committees shall be created as are pertinent to the needs of the association and the profession. The President shall make all committee appointments. Each committee appointed should be given a detailed objective, a time limit to accomplish the objective; and should report its findings to the President and the Board.

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