05 Sep 2018 Proposed Amendments to the FLAVA (2015) Constitution and Bylaws.
2018 Proposed Amendments to the FLAVA (2015) Constitution and Bylaws.
Composed by Thomas Sones, FLAVA Parliamentarian, in consultation of members of the Advisory Committee and the FLAVA Executive Board.
Background: In 2015, the Foreign Language Association of Virginia (FLAVA) changed its Constitution (2010) and separated it into 2 different documents (Constitution and Bylaws). The major changes at that time were the creation and separation of the Executive Board and Advisory Committee.
These new 2018 amendments are comprised of 3 types; first, fixing typos, second, updating titles of existing positions and fixing small items that were obviously left out or overlooked in creating the 2015 versions, and lastly, changes or additions that alter the intention of the documents. The third section involves the changes of any real significance.
A. Bylaws, Article III: Positions and Committee (title). Amend the word “Committee” to “Committees”.
B. Bylaws, Article III, Section C, Part 2. Amend the word “Affliliate” to “Affiliate”.
Type 2 Changes
A. Constitution, Article IV. Amend the members of the Executive Board to include the Immediate Past President. Rationale: This was part of the 2010 Constitution, has long been our practice, and it is our belief that it was unintentionally left out of the 2015 version.
B. Constitution, Articles IV and VI (and all references to). Amend the title of the elected office of “Secretary” to “Communications Coordinator.” Rationale: This action was already taken by emergency powers of the executive board, and ultimately reflects the current practices and needs of the office. Duties will also be amended in Type 3 Changes.
C. Bylaws, Article III, Section B3 (and all references to). Amend the title “eNews Editor” to “Website Editor”. Rationale: This title and responsibilities have been our practice for at least the past 3+ years and we do not publish “eNews”.
D. Bylaws, Article III, Section B4 (and all references to). Amend the title “Web Manager” to “Webmaster”. Rationale: This title and responsibilities have been our practice for at least the past 5+ years and helps to distinguish between technical and content management of the website.
E. Bylaws, Article III, Section C2 (and all references to). Amend “Public Advocacy” to “Advocacy”. Rationale: Our practice has been to use an “Advocacy Committee” or an “Advocacy Chair”.
Type 3 Changes
A. Bylaws Article I, Section D. Amend the responsibilities of the Communications Coordinator (Secretary) to include: “5. Acts as communications intermediary between the Executive Board and the membership as deemed necessary and for all purposes.” Rationale: It is logical to combine these two areas (Secretary and Communications Chair) to bring the position of secretary into current practices. This would still be an elected position.
B. Bylaws, Article III, Section B2. Amend the responsibilities of the Parliamentarian to include “b. Make minor corrections to the Constitution and Bylaws for instances of misspelling, grammar, formatting faults, but not including changes that could alter the intent of the text, in consultation with the Executive Board.” Rationale: Robert’s Rules of Order dictates that this cannot be done unless granted in the bylaws, thus the need for the Type 1 changes previously listed.
C. Bylaws, Article III, Section B3. Amend the responsibilities of “Website Editor” to “a. Is responsible for the content on the FLAVA website in consultation with the Executive Board. b. Submits any collected advertising revenue from the FLAVA website to the Treasurer.” Rationale: This title and responsibilities have been our practice for at least the past 3+ years. Currently, the Website Editor does not usually collect any funds, but if it does happen, it should be clear how to handle it.
D. Bylaws, Article III, Section B4. Amend the responsibilities Webmaster to “a. Maintain and update technical aspects of the FLAVA website in consultation with the Executive Board. b. Is responsible for location and maintenance of the FLAVA site domain name and license.” Rationale: This title and these responsibilities have been our practice for several years and clarify some of the responsibilities.
E. Bylaws, Article III, Section B5. Amend the responsibilities of the Accountant/Bookkeeper to “a. Reviews all policies and procedures as requested by the treasurer. b. Advises the Finance Committee as needed. c. Files taxes and/or other financial documents for FLAVA on an annual basis.” Rationale: This needs to be adjusted because the whole board meetings are required at least twice a year but may not happen in a specific month as stated in original “b”. This also allows the Finance Committee to look over the treasurer’s reports before these two meetings which would become the standard operating procedure and has been the case in recent years.
F. Bylaws, Article III, Section C, Part 2: Amend the list of Standing committees to include (before Local Committee) “Finance Committee consisting of a. Treasurer b. President c. President Elect d. other members as appropriate.” Rationale: This has been our practice for the past few years. It works well and we would like to see it codified.
G. Bylaws, Article III, Section C: Amend the list of Standing Committees by removing “Local Committee.” Rationale: The Local Committee used to do conference preparations or volunteering that needed to be done prior to the start of the conference, thus “local” people. Since we have a full Conference Team now, we have not used a local committee for several years.