SCHOOL NUTRITION ASSOCIATION OF VIRGINIA
BYLAWS
March, 2007
Article I – Membership
Section A. Classes of Membership.
Membership shall consist of (3) classes—School Foodservice and Nutrition, Affiliate, and Associate.
1. School Foodservice and Nutrition Members. School foodservice and
nutrition members’ categories shall consist of employees, managers,
supervisors/directors and educators employed in eligible fields.
2. Associate Members. Associate member categories shall consist of
retired members, students enrolled in post-secondary school foodservice
programs, industry individuals, corporations and others committed to
furthering the goals of the Association.
3. Affiliate Members. Affiliate members shall consist of school foodservice
employees working less than four hours per day and retired members who
choose the option of being non-voting supporter members.
Section B. Eligible Field.
Eligible fields shall be defined as:
1. Persons employed at the preschool, school, school district, college, state,
or federal levels in a food and nutrition program that serves meals to
children..
2. Persons engaged in teaching or administration at the aforementioned levels.
3. Persons engaged in teaching present or potential school food service personnel.
4. Persons engaged in community nutrition programs.
5. Persons employed by the Association.
Section C. Rights and Privileges of Members.
All school foodservice and nutrition members and associate retired members, whose dues are currently paid, shall be entitled to vote for the election of officers and to vote by mail upon any matter submitted to the voting membership.
2. Members who cease to be employed in an eligible field may continue their
membership until their renewal date.
2. Retired members shall not be eligible for nomination to state elective office.
3. Student members and members of the “other” category shall be non-voting
members.
4. Associate and Affiliate members, with the exception of Associate retired
members, will be non-voting members.
5. Industry members shall be entitled to vote for the election of the Industry
Representative to the Executive Board/Chair of the Industry Advisory
Committee. Industry members shall be entitled to one vote.
6. All members shall be eligible to attend the meetings of the House as
observers.
Section D. Dues.
2. Dues for school foodservice and nutrition members and retired members shall
be established by a majority vote of the delegates voting in the House of Delegates. Dues for associate and affiliate members, with the exception of associate retired members, shall be established by the Board.
3. All rights and privileges of membership shall be terminated for non-payment
of dues.
Section E. Chapter Affiliates.
One school food service association chapter chartered by the Executive Board of the Association shall constitute the only chapter affiliate of the Association in a school division. Each affiliate so chartered shall be entitled to representation in the House of Delegates, provided the following are met.
Dues: A chapter affiliate of the Association may establish separate chapter
membership dues, not to exceed the amount of the state dues.
Name: Each chapter affiliate shall be known as the _______Chapter of the
School Nutrition Association of Virginia.
Bylaws: Each chapter affiliate shall adopt bylaws that are not in conflict
with the Articles of Incorporation and Bylaws of the Association. A copy
of the bylaws shall be submitted with the application for affiliation.
Elected Officers: Only active, retired, and life members of the Association
shall be eligible to serve as officers of chapter affiliates.
Plan of Action: Each chapter affiliate should adopt a Plan of Action
consistent with the State and National Plan of Action and submit a report,
which will be presented at the House of Delegates.
Affiliation: Affiliation shall be renewed annually sixty (60) days prior
to annual state meeting by submitting renewal application. A chapter not continuously meeting the aforementioned requirements shall benotified that
if these requirements are not met, within ninety (90) days, the group shall be dropped from the list of Affiliated Chapters. Chapter affiliation may be applied for when a group of at least ten (10) persons which have met the aforementioned requirements, shall submit to the Administrative Assistant:
Three (3) copies of the Chapter Bylaws.
The appropriate affiliation forms documenting membership.
Article II – Officers
Section A. Elected Officers.
The officers shall be: President, President-Elect, Treasurer, Regional Directors, Section Chairs, Public Policy and Legislative Chair, Member Services Chair, and Industry Representative.
Section B. Eligibility and Terms of Office.
All offices shall hold office until July 31 following the election of their successors. Candidates for state office should have held membership in the Association for at least five years immediately preceding the nomination. The candidate shall:
1. Have demonstrated leadership ability by effectively serving local and/
or state school food service association.
2. Be regularly employed in an eligible field but may not be employed as
a supervisor, regional manager or corporate officers of a for-profit organization.
3. Be elected for a specified term and shall retain active membership at the
time of nomination and election. If a change occurs, they shall complete
their term of office provided one year of the term has been completed.
4. Shall be SNA certified or credentialed members.
5. Be regularly employed in an eligible field but may not be employed as a district director, supervisor, regional manager or corporate officer of a for-profit organization.
a. President. The President shall be the chief elected officer and shall
serve one year. Upon completion of the term of office, the president
shall become the chair of the Resolutions and Bylaws committee
and a past president of the Association with the future dues being
waived for life.
b. President-Elect. The President-Elect shall serve for one year. At the end
of the one year term will progress to the position of President. To be
eligible for the office, a candidate shall:
1) Have had previous service on the Board
2) Have served in the House of Delegates within the past seven years or
have served on a standing committee or advisory board within the past
three years.
3) Have attended one state conference in the last three years
c. Treasurer. The Treasurer shall be elected in odd years and
shall serve for a two-year term.
d. Regional Directors. Regional Directors shall be elected for a two-year
term; their place of employment shall be in their respective region at the
time of nomination and election. If a change in region of employment occurs,
they shall complete their term of office provided one year of their term has
been completed. Election shall be conducted annually with Directors in odd-
numbered regions elected in odd-numbered years and Directors in even-
numbered regions elected in even-numbered years.
e. Section Chairs. The Representatives to the Board for the Food Service
Employee/Managers and Supervisor Sections. Section Chairs shall be elected for a two-year term, and their employment and membership shall be in that section at the time of nomination and election. If a change in section status occurs they shall complete their term of office provided one year of their term has been completed. Elections for Supervisor’s Section Chair will take place in odd-numbered years and Food Service Employee/Manager Chair will take place in even-numbered years.
f. Other Officers. Chairs of the Public Policy and Legislative, Education,
and Member Services shall be elected for a two-year term. Nominations for
these Chair positions should, whenever possible, be selected from members who have served on the respective committees in the past 5 years.
g. An industry representative candidate shall:
1) Be an industry member.
2) Be elected for a two-year term and shall retain industry membership at the time of nomination and election. If a change in status occurs they shall complete their term of office provided one year of their term of office has been completed. The election shall occur during even years.
Section C. Election.
Ballots and candidate information shall be printed in the Fall Issue of the official Association publication. The slate shall be prepared by the leadership development committee and contain two names for each office to be filled, if possible. Space shall be provided on the ballot for write-in candidates. Returned ballots shall contain the membership number. In order to be counted, ballots must be returned to the Chair of Tellers by December 15. Three tellers shall be present when vote is counted. Chair and Tellers will be appointed by the President annually. In the event of a tie election, the current executive board will vote to break the tie.
Section D. Responsibilities of Elected Officers.
1. President.
a) Represents the Association in policy matters and is the chief spokesperson.
b) Serves as the Chair of the Executive Board, Executive Committee and
Strategic Planning Committee.
c) Presides at meetings of the Association.
d) Prepares the agenda, serves as Chair of and presides at the House of
Delegates meeting.
e) Serves as an exofficio member of all committees and advisory boards
except the Nominating Committee.
f) Prepares and establishes time schedules and agenda for Executive Board,
and Executive and Strategic Planning Committee meeetings.
g) Follows up on action taken by the House of Delegates and the Executive
Board.
h) Establishes time schedules for meetings of the Association.
i) Follows up on the implementation of the Plan of Action and the Strategic
Plan.
j) Appoints, from the membership, a person to act as Parliamentarian and
Advisor during the term of office.
k) Appoints, from the membership, a person to act as Chair of Tellers, who
shall select two additional tellers.
l) Submits to the new President of the Association, all records within thirty
(30) days after the term of office expires.
m) Updates the history for the term of office by September 1 following end of
term.
n) Together with the President-Elect, prepares a written annual performance
evaluation of the Association employee(s) by June 1.
o) Plan and conduct the Chapter President's Retreat annually.
p) Plan and conduct the Executive Board Retreat annually.
2. President-elect.
a) Studies the duties and responsibilities of the President, other members of
the Executive Board, committees, advisory boards and local affiliates.
b) Prepares the Plan of Action for the ensuing year. This Plan of Action will
be consistent with the Association’s Strategic Plan and the National
Association’s Plan of Action.
c) Represents the Association at the request of the President.
d) Performs the duties of the President in his/her absence.
e) Succeeds to the office of President on August 1st following election as
President-elect or in the event of the death, resignation or removal from
office of the President.
f) Appoints chairs of State Conference, Finance Committee, and advisory boards,
subject to Executive Board approval.
g) Appoints with the approval of the Executive Board, and with
recommendations of the committee chairs, members of committees and
advisory boards except the members of the Nominating Committee.
h) Plans and presides at the annual leadership seminar.
i) Performs other duties as assigned.
j) Responsible for the planning and coordination of the Chapter President's
Retreat and the Executive Board Retreat.
3. Treasurer.
a) Manages and monitors the funds, investments and securities of the
Association.
b) Together with the Finance Committee, develops a proposed annual
budget, and, submits this budget to the Executive Board for approval.
c) Directs the Coordinator to send copies of the proposed
budget to Chapter affiliates, prior to the House of Delegates meeting for
information only.
d) Notifies officers of the Association and chairs of each committee and
advisory board of the funds budgeted for their areas of responsibility.
e) Pays all Association bills, maintains bank accounts and monitors
expenditures against budget. Notifies the appropriate persons of
the status.
f) Submits a financial report at each Executive Board Meeting and to the
House of Delegates.
4. Regional Directors.
a) Promotes the Association’s Plan of Action and Strategic Plan.
b) Expresses the views of chapter affiliates.
c) Acts as liaison between chapter affiliates on a regular basis.
d) Communicates with and assists chapter affiliates on a regular basis.
e) Promotes and shares ideas for professional growth with chapter affiliates.
f) Promotes membership in the Association.
g) Surveys chapters and provides recommendations to Nominating Committee
for ballot.
h) Plans regional meetings, as directed by the Executive Board.
i)Maintains a current file of chapter officers and notifies the Coordinator
of any name and address changes.
j) Attends at least one chapter meeting for each of the chapters in the region
during term of office.
k) Plans and conducts meetings each year with all chapter presidents in
his/her region following each Executive Board meeting.
5. Section Chairs.
a) Formulates and executes appropriate studies or projects, approved by the
Executive Board, which shall be in harmony with the purposes of the
Association, the Plan of Action and the Strategic Plan.
b) Plans with the State Conference Chair, the section program for the Annual
Meeting and other meetings a section shall have.
c) Submits to the House of Delegates an annual report of section activities.
d) Promotes membership in the Association within the section.
e) Calls a special meeting as necessary with, approval of the Executive Board at
no expense to the Association.
f) Provides recommendations to the Leadership Development Committee for the ballot.
g) Provides leadership, support, technical assistance and resource lists and/or
materials to members.
h) Expresses views of their section when evaluating or voting on issues.
i) Provides recommendation to the President-elect for appointments to the
committees and advisory boards.
6. Industry Representative.
a) Serves as chair of the Industry Advisory Committee.
b) Promotes the Association’s Plan of Action and Strategic Plan.
c) Initiates, implements, evaluates, and/or coordinates appropriate studies or
projects with the Association officers.
d) Represents and expresses the views of Industry members.
e) Provides leadership, support, technical assistance, and resource lists and/or
materials to members.
f) May call a special meeting of industry members as necessary, with
Approval of the Board at no expense to the Association.
g) Provides recommendations to the President-elect for appointments to the
Industry Advisory Board.
h) Surveys industry members and provides recommendations to Nominating
Committee.
i) Together with the Supervisors’ Section Chair, plans an annual
Supervisor/industry conference.
7. Committee Chairs.
a) Promotes the Association’s Plan of Action and Strategic Plan.
b) Expresses the views of their committees.
c) Provides leadership, support, technical assistance and resources lists of
materials to members.
d) Promotes membership in the Association.
e) Surveys chapters and provides recommendations to Leadership Development
Committee for ballot.
f) Formulates and executes appropriate studies or projects, approved by the
Executive Board which shall be in harmony with the purposes of the
Association, the Plan of Action and the Strategic Plan.
g) Provide recommendations to the President-Elect for appointment to
Committees and advisory boards.
Section E. Appointed Officers.
1. Advisor/Parliamentarian. The Advisor/Parliamentarian, who is a member of the Association, shall serve in conjunction with the President’s term. To be eligible to serve as Advisor/Parliamentarian, a member must be a past state president.
Responsibilities of the Advisor/Parliamentarian
a) Acts as advisor to the Executive Board.
b) Advises the President on parliamentary procedures, giving rulings when requested by the President.
c) Advises the President and the Executive Board at House of Delegates meetings.
d) Is a non-voting member of the House of Delegates and Executive Board.
2. Consultants. The Consultants are the State Director of School Nutrition
Programs and Administrator Food Distribution Program.
Responsibilities of the Consultants
a) Acts as liaisons between the State Department of Education, Virginia
Department of Agriculture and the School Nutrition Association of Virginia.
b) Advises Executive Board in matters relating to Federal and
State School Nutrition and USDA commodity issues.
a) Are non-voting members of the House of Delegates and the
Executive Board.
3. The Coordinator. The Coordinator implements the policies of the House of Delegates, the Board and Executive committees consistent with efficient and effective business practices. The Coordinator shall be employed under contract by the board.
Responsibilities:
a) Conduct Association affairs.
b) Fulfill the duties set forth in the contract and as outlined in the SNA-VA Handbooks.
c) Perform all other duties as assigned.
d) Is a nonvoting member of House of Delegates and Executive Board.
e) Serves on the Finance Committee and Industry advisory committee.
f) Accurately records all minutes of the Executive Board, Executive
Committee and House of Delegates meetings.
g) Within two (2) weeks after Executive Board Meetings submits
minutes to the President for approval. After presidential approval
the minutes shall be mailed to the Executive Board and Chapter
Presidents within one month.
h) Sends appropriate notices and copies of minutes of meetings to Board
Members.
i) Maintains and stores all records of the Association.
4. Others. The board may appoint other officers as necessary.
Article III – Meetings
Section A. Type of Meeting.
1. Annual Meeting. There shall be an annual meeting of the Association, which
shall be known as the State Conference.
2. House of Delegates. There shall be a meeting of the House of Delegates held
at the time of the annual State Conference called by the Chair of the House of Delegates who shall be the President.
3. Executive Board. The Executive Board shall meet four (4) times annually;
Immediately before and within ninety (90) days after the Annual Meeting; two additional meetings at the call of the President or 60% of the voting members of the Executive Board. A majority of the voting members shall constitute a quorum.
4. Regional Meetings. Regional meetings shall be held annually.
5. Chapter President's Retreat. A Chapter President's Retreat will be held annually after the National Leadership Conference. The President-elect shall conduct the meeting. The purpose of the meeting shall be to acquaint the chapter officers with the President's Plan of Action, Association goals ad objectives,to foster team work and leadership development..
6. Executive Board Retreat. An orientation for all Executive Board members will be conducted annually. The President shall conduct the meeting. The purpose of the meeting is to brief all Board members on the goals and objectives of the association, to explain the roles of each member and to foster team work.
7. Supervisor/Industry Meeting. A Supervisor/Industry Meeting shall be held annually.
8. Special Meetings. Special meetings and seminars of the Association may be
called as approved by the Executive Board.
Committee Days. Committee chairs and appointed members will meet annually to execute strategies for the President's Plan of Action to meet Association goals and objectives.
Section B. Expenses. The Executive Board shall set limits within budgetary restraints for reimbursement of, and procedures for, expenditures by the Association staff and members who travel on official Association Business.
Article IV – House of Delegates
The House of Delegates “House” shall be the legislative and governing body of the Association. It shall formulate the philosophies and goals under which the Executive Board manages the affairs of the Association. The House shall adopt policies, hear committee and officers reports, take action on recommendations, resolutions, amendments to the Articles of Incorporation, Bylaws, and Standing Rules; and have all other powers and duties specifically provided to it by the Articles of Incorporation and Bylaws.
Section A. Composition.
1. The voting delegates shall include the Executive Board, past state
Presidents attending a House of Delegates within the last five (5)
years, (state) standing committee and advisory board chairs of the
Association, and (designated number of) affiliated chapter delegates;
presidents, elected delegates or alternates.
2. Voting delegates of the House shall be school foodservice and nutrition
members or associate retired members of the Association.
3. The Advisor, the Consultant, and the Parliamentarian shall be nonvoting
members of the House of Delegates.
Section B. Responsibilities.
1. Establishes the philosophies and goals of the Association.
2. Debates and reviews matters of professional interest to the Association.
3. Makes general and specific recommendations to the Executive Board.
4. Makes recommendation for Strategic Plan as applicable, and for the Annual Plan of Action for the Association.
5. Reviews reports of Chapter Affiliates, Executive Board members, State Committees, and Advisory Boards.
6. Takes action on proposed resolutions and amendments to the Bylaws.
7. May remove from office, for just cause, an Executive Board member upon petition of 10 members of the Executive Board or 30 members of the House of Delegates.
Section C. Voting.
Each delegate is entitled to one vote cast in person.
Section D. Quorum.
A majority of the voting delegates shall constitute a quorum.
Section E. Chapter Delegate Representation.
The official date for the membership tally according to State membership records to determine the number of delegates each chapter shall have in the House of Delegates shall be December 1. Only delegates representing Chapter Affiliates which have met the criteria herein will be seated on the floor of the House of Delegates. The number of voting delegates of each chapter affiliate shall be calculated on the following basis:
1. All chapters, regardless of membership, shall have one delegate.
2. Each chapter shall have one delegate for each 100 members. Chapters, which have 101 or more members, will have an additional delegate.
Article V – Executive Board
The Executive Board (“Board”) shall be the executive body of the Association. The Board shall formulate policies between meetings of the House; adopt the annual budget; review reports and resolutions; conduct and manage the affairs and have all other powers and duties specifically provided to it by the Articles of Incorporation and Bylaws which are necessary to achieve the objectives not specifically delegates to other agents or agencies by the Articles of Incorporation or Bylaws. No member of the Board or House of Delegates shall receive salaries for their service in such capacities unless they are employed under contract by the Association.
Section A. Composition.
1. Voting members shall consist of officers of the Association (President,
President-Elect, Treasurer, Regional Directors, and Section
Chairs, Chairs of Public Policy and Legislative, Education, and Member Services Committees and Industry Representative).
2. Nonvoting members of the Executive Board shall consist of the Immediate
Past President, Chairs of Nominating, Resolutions and Bylaws, State Conference, and Finance Committees, Special Committee Chairs, Parliamentarian/Advisor, Consultants, and the Coordinator.
Section B. Responsibilities.
1. Directs the affairs of the Association in accordance with the philosophies,
general policies, and goals adopted by the House of Delegates.
2. Considers general and specific recommendation made by the House of
Delegates.
3. Appoints persons to act on behalf of the Association and defines their specific
responsibilities.
4. Adopts the annual budget for the Association including, but not limited to,
budgets for all state meetings of the Association.
5. Manages and directs the financial affairs of the Association.
6. Authorizes persons to sign checks, contracts, and other documents on behalf of the Association.
7. Approves organizational structure, job description, and salary ranges for employees of the Association.
8. Approves all committee and advisory board appointments.
9. Fills vacancies of unexpired terms of Executive Board members, unless otherwise specified.
10. Adopts a Strategic Plan of Action.
11. Adopts Plan of Action of the Association for the ensuing year prior to the annual Leadership Seminar.
12. Recommends positions and policies to the House of Delegates.
13. Provides leadership in working with allied associations and groups that share a similar purpose.
14. Employs the Coordinator.
15. Reviews and approves the program for all state conferences and seminars.
16. Fills vacancies occurring in office by a majority vote.
17. Votes to break an election tie.
Section C. Quorum. A majority of the voting members shall constitute a quorum.
Article VI – Executive Committee
Section A. Composition.
1. The voting members of the Executive Committee shall consist of the President, who shall act as Chair, President-Elect, Treasurer, Regional Directors Chair, Section Chairs, a representative from the elected committee chairs and Industry Advisory Board.
2. The Coordinator shall be a non-voting member.
Section B. Responsibilities.
1. Acts in emergencies when time does not practically permit a meeting of the
entire Executive Board as determined by the President.
2. Reviews the annual budget
3. Reports all actions taken to the Executive Board.
Section C. Quorum. A majority of the members shall constitute a quorum.
Article VII – Regions
A Chair of Regional Directors shall be appointed by the President from the elected senior members of the Regional Directors. The state shall be divided into eight (8) regions as outlined. Each region shall have a Regional Director.
1. Region I: Alexandria, Arlington, Clarke, Culpeper, Fairfax, Falls Church,
Fauquier, Frederick, Fredericksburg, Greene, Loudoun, Madison, Manassas City, Manassas Park, Orange, Prince William, Rappahannock, Shenandoah, Spotsylvania, Stafford, Warren, Winchester.
2. Region II: Albemarle, Alleghany Highlands, Augusta, Bath, Buena Vista,
Charlottesville, Covington, Harrisonburg, Highland, Lexington, Page,
Rockbridge, Rockingham, Staunton, Waynesboro.
3. Region III: Caroline, Charles City, Chesterfield, Colonial Beach, Essex,
Gloucester, Hampton, Hanover, Henrico, James City, King and Queen,
King George, King William, Lancaster, Louisa, Mathews, Middlesex,
New Kent, Newport News, Northumberland, Poquoson, Richmond City,
Richmond County, West Point, Westmoreland, Williamsburg, York.
4. Region IV: Accomac, Cape Charles, Chesapeake, Franklin City, Isle of
Wight, Norfolk, Northampton, Portsmouth, Southampton, Suffolk, Surry,
Sussex, Virginia Beach.
5. Region V: Amelia, Brunswick, Colonial Heights, Cumberland, Dinwiddie,
Emporia, Goochland, Greensville, Hopewell, Lunenburg, Mecklenburg,
Nottoway, Petersburg, Powhatan, Prince George.
6. Region VI: Bedford, Botetourt, Carroll, Craig, Floyd, Franklin County, Fries,
Galax, Giles, Grayson, Henry, Martinsville, Montgomery, Patrick, Pulaski,
Radford, Roanoke City, Roanoke County, Salem.
7. Region VII: Bland, Bristol, Buchanan, Dickenson, Lee, Norton, Russell,
Scott, Smyth, Tazewell, Washington, Wise, Wythe.
8. Region VIII: Amherst, Appomattox, Buckingham, Campbell, Charlotte,
Danville, Fluvanna, Halifax, Lynchburg, Nelson, Pittsylvania, Prince
Edward, South Boston.
Article VIII - Sections
The Association shall consist of sections according to the special type of food and/or nutrition activities in which members are engaged. Sections are the Food Service Employee/Manager and Supervisor/Director Sections. The representative of these sections shall serve as chairs of the respective program sections. Each section shall have a chair elected as herein provided.
Article IX - Committees
Section A. Standing Committees.
There shall be the following standing committees: Leadership Development, Public Policy and Legislative Committee, Education, Resolutions and Bylaws, Member Services, State Conference, and Finance. All standing committees report to the Board.
1. Terms. Members shall be appointed by the President-Elect (with
recommendations from committee chairs), subject to Board approval,
for a three-year term unless otherwise specified.
2. Eligibility. Members of a committee or advisory board shall be SNA
certified or credentialed members or working towards SNA certification
or credentialing.
3. Activities. The committees/advisory boards shall develop annual strategies
to implement the Plan of Action.
Section B. Special Committees.
Special committees and/or advisory boards shall be appointed by the President with approval of the Board.
Article X – Advisory Boards
There shall be the following advisory board: Industry. It shall consist of three to nine members of the Association. Industry members on this advisory board are not required to be certified/credentialed. The Industry Representative on the Executive Board shall serve as Chair of the Industry Advisory Board. All advisory boards report to the Board.
Article XI – Publications
Section A. “The News of School Food and Nutrition Service in Virginia”
shall be the official publication of the Association.
Section B. Other Publications.
The Board shall authorize other publications and establish such procedures as are necessary.
Article XII – Removal From Office
Any elected officer who is found in violation of conditions required for election, a breach of fundamental principles or rules of the Association, or failing to work under the framework of the Association may be removed from office. The Board, upon receipt of charges shall investigate the charges, hold a hearing and render a decision.
Article XIII – Parliamentary Authority
The current edition of Robert's Rules of Order governs this Association in all parliamentary situations that are not otherwise provided for in the law, the Articles of Incorporation, bylaws or adopted rules.
Article XIV – Amendments
Section A. Method of Proposal.
Amendments to these Bylaws and the Standing Rules shall be proposed, in writing, no later than December 1, in any one of the following ways:
1. At the official request of a chapter affiliate
2. By majority vote of the Executive Board
3. By an official request of Association committees or advisory boards
4. By written petition signed by 10 members of the Association
Section B. Procedure for Amending Bylaws and Standing Rules.
Amendments to bylaws shall be adopted by a majority vote of the members at the annual meeting of the House. Standing rules may also be adopted and amended by majority vote of the Executive Board.
1. Provided the Chair of the Resolutions and Bylaws Committee receives
the amendments, in writing, postmarked on or before December 1 to be
considered at the next House of Delegates meeting.
2. Provided copies of the proposed amendments have been mailed to all
members of the House through publication in “The News of School Food
and Nutrition Service of Virginia” or by direct mail at least thirty (30)
days prior to the House of Delegates meeting.
Article XV – Resolutions
All proposed resolutions to be considered at the annual State Conference shall be submitted to the Chair of the Resolutions and Bylaws Committee in writing postmarked no later than December 1 prior to the House of Delegates meeting. Upon unanimous consent of the delegates, a written resolution may be submitted from the floor of the House.
1. Proposed resolutions shall be mailed to all members of the House
thirty (30) days prior to the House of Delegates meeting.
2. Adoption of proposed resolutions shall require a majority vote.
3. Resolutions, which are in conflict with the Bylaws, shall not be
presented to the House.
Article XVI – Dissolution
Should dissolution of the Association become necessary, it shall be dissolved in accordance with Article IX of the Articles of Incorporation
SCHOOL NUTRITION ASSOCIATION OF VIRGINIA
STANDING RULES
March, 2007
*Standing rules are rules of procedure that add further detail to those rules stated in the
Bylaws.
*Standing rules are rules related to details of administration of the Association.
*Standing rules may be adopted and amended by majority vote of the House of Delegates
at the Annual State Conference or by majority vote of the Executive Board.
*Standing rules shall be attached to the current Articles of Incorporation and Bylaws.
I. Rules Governing Membership
A. Annual dues of the Association, along with those of SNA, when applicable,
shall be submitted directly to the School Nutrition Association (SNA).
B. State membership dues will be paid for life for the Association President upon
completion of office provided he/she continues to meet the requirements for one
of the classes of membership.
C. The membership year shall be concurrent with that of the School Nutrition Association.
D. Honorary members shall not be required to pay dues.
E. Non-voting members attending the meeting of the House of Delegates may
be granted the privilege of speaking.
F. “The News of School Food and Nutrition Service in Virginia” shall be
distributed to all members.
II. Rules Governing Vacancies
A. In the event a vacancy occurs in the office of the President and President-Elect
concurrently, the Treasurer or Regional Director Chair, the one who has served longer in the respective office, shall serve as President until the next regularly elected officers are installed.
B. The President shall appoint, with the approval of the Executive Board, from eligible
membership qualified persons to fill all other vacancies.
III. Rules Governing Meetings
A. State Conference. The Executive Board shall set the date and place of this meeting.
Notice of the State Conference, including date, place and time, shall be sent to each member of the Association through the official publication of the Association.
B. House of Delegates. This meeting shall be open to all members of the Association.
Discussion and voting shall be limited to the official delegates or appointed alternates.
C. Regional Meetings. The respective regions shall approve the dates, location and
time of each meeting. The purpose of the meeting shall be to further professional growth among Association members, implement the Plan of Action, Strategic Plan and foster better communications between Association officers and Association membership.
D. Supervisor/Industry Meeting. All Directors and Supervisors of School Food and
Nutrition Services Programs within the state shall be invited to attend. The Chair of the Supervisors' Section, the Industry Advisory Chair, and the Education Chair shall plan and conduct the meeting. The purpose of this meeting shall be:
and procedures related to Child Nutrition Programs.
representatives.
E. Chapter President's Retreat. Chapter President's Retreat shall be conducted annually to provide professional development for the current and future leaders of the Association.
F. Executive Board Retreat. Executive Board Retreat shall be conducted annually to
provide professional development for the current leaders of the Association.
IV. Rules Governing Expenses
A. Executive Board. Expenses incurred by the Executive Board members in attending
meetings of the Executive Board, meetings attended at the request of the President, and other meetings as specified in policies and procedures of the Association, shall be reimbursed at the current approved rates.
B. Committees and Advisory Boards. Expenses incurred by committee and advisory
board members in conducting business of the committee or advisory board shall be reimbursed within limitations of the budget by the Association at the current approved rates.
V. General Rules Governing Standing Committees and Advisory Boards
A. A standing committee or advisory board shall have at least three (3) members. With
the exception of the President, a member shall not serve on more than one standing
committee or advisory board at the same time or for more than three consecutive years as chair of the same committee or advisory board with the exception of the Leadership Development Committee and State Conference Committee.
B. No more than 1/3 of the members of the committee shall be appointed in any one
year except to fill vacancies as herein provided. Should a vacancy occur, the President, with recommendations from the committee chair and approval of the Executive Board, shall appoint a replacement to fill the unexpired term.
C. Chairs of the Leadership Development, Resolutions and Bylaws, State Conference and Finance Committees shall be appointed by the President-Elect to serve for one year. Chair positions should, whenever possible, be selected from members who have served on the respective committee in the past 5 years. Appointed chairs shall serve no more than three (3) consecutive years except upon extenuating circumstances when a Chair’s term may be extended a 4th year with approval of the Executive Board.
D. Chairs of Public Policy and Legislative, Education, and Member Services
Committees and the Chair of the Industry Advisory Board shall be elected for two-year terms. Nominations for these Chair positions should, whenever possible, be selected from members who have served on the respective committee in the past 5 years.
E. Members of a committee or advisory board shall have expertise or interest in the
subject area of the committee or advisory boards on which they serve.
F. Committees/advisory boards shall meet at least once annually and at times as
authorized by the Board.
VI. Rules Governing Committees
A. Leadership Development Committee. This committee shall consist of immediate past Regional Directors and Section Chairs. The Chair shall be a past president appointed for a one-year term by the President-Elect to serve concurrent with his/her term as President.
in accordance with the Bylaws. Candidates for the committee chairs should
when possible, be selected from members who have served on the respective committee within the last 5 years.