Bylaws of Texas Association of Registered Veterinarian Technicians

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ARTICLE I TITLE

Section 1. The name of the association shall be the Texas Association of Registered Veterinary Technicians, herein referred to as the Association.

ARTICLE II PURPOSE AND OBJECTIVES

Section 1. The purpose of the Association shall be:

• To promote and maintain professionalism and ethical behavior for all Veterinary Technicians.
• To promote and provide continuing educational opportunities for Veterinary Technicians.
• To encourage and improve communications between Veterinary Technicians.
• To be informed in legislative matters and to represent Veterinary Technicians in these matters.
• To educate the public and the Veterinary community in regard to the value and benefits gained from employing trained para-professionals.
• To promote and maintain the professional relationship between Veterinarians and Veterinary Technicians.
• To support and improve the development of the vocation of Veterinary ~ Technology in all its aspects.
• To assist in providing the best medical attention available to suffering animals and to promote the humane treatment of all animals.

   

ARTICLE III OPERATING PROCEDURE

Section 1. The association will operate as a non-profit organization having no capital stock of any kind or nature and shall declare no dividends.

Section 2. The highest amount of indebtedness to which the Association shall at any time subject itself shall not be more than two thirds (2/3) ofthe value of the property owned by it or ten thousand dollars, whichever is greater.

Section 3. No part of the net earning of the Association shall inure to benefit any private shareholder or individual.

ARTICLE IV CONDUCT OF BUSINESS BY MAIL and ELECTRONIC SOURCES

Section 1. Business of the Association may be conducted by mail and electronic sources such as email, online chats and video conferences.

Section 2. The Association may establish and maintain a website to promote the Association.

ARTICLE V MEMBERSHIP

Section 1. Memberships available are:

• Active
• Associate
• Affiliate
• Student
• Honorary

Section 2. Active membership is available to those persons recognized and registered by the Texas Veterinary Medical Association (hereafter referred to as TVMA) as qualified Veterinary Technicians according to the standard of both TVMA and the Association.

• Associated with active membership.
• Maintaining active membership requires:
• Attend a minimum of five (5) Continuing Education hours per year that are approved by TVMA and the association.
• Be in good standing with the TVMA registration regulations.
• Lapsed membership in the Association may be brought into good standing by paying back dues (up to 2 years).
• Must be in good standing with TVMA at this time.

Section 3. Associate membership is available to persons who have been employed by a veterinarian for a minimum of 1 year and must be verified by the employing veterinarian.

• Eligible for serving on committees in all capacities except chairperson.
• Maintaining association membership requires:
  • Attend a minimum of five (5) continuing education hours per year that are approved by TVMA and the Association.
• Lapsed membership in the Association due to conflict with employment requirements may be reinstated after a six (6) month period of employment with verifying signature of the employing veterinarian.
• Lapsed membership in the Association due to resumption of college level education may be maintained with:
  • Proof of enrollment in school.
  • Proof of five (5) continuing education hours, in addition to regular classes, per year that are approved by TVMA and the Association, until return to employment.
• Lapsed membership in the Association due to conflict with employment or education requirements may be reinstated under the following conditions:
  • Member must petition the Executive Board for continuing membership.
  • The decision of the Board is final.
• Associate members may vote in the following instances:
  • For elected officers of the Executive Board.
  • On all issues that directly affect associate membership.

Section 4. Affiliate membership includes:

• Veterinarians
• Professionals in fields related to veterinary medicine.
• Affiliate members are non-voting members.
• May serve on committees in all capacities except chairperson.

Section 5. Student membership is available to students of A VMA accredited veterinary technology programs.

• Shall be non-voting members.
• May serve on committees in all capacities except as chairperson.
• Will receive one (1) full year complimentary membership in the Association after registration with TVMA

Section 6. Honorary membership is conferred upon persons not qualifying for active membership who have provided distinctive and singular services in support of the Association.

• Honorary membership is conferred at the discretion of the Executive Board.
• It does not carry the privileges or rights of active membership.
• The honorary membership is a lifetime membership.

Section 7. Membership in the above categories may be obtained after formal application and payment of dues are mailed to the Association for approval.

• Annual dues: The sum shall be agreed upon by two thirds (2/3) majority vote of the active members present at one of the semi-annual general membership meetings of the Association.
• Dues to the Association are due by January 31 st of each year.

Section 8. Only active members in good standing (i.e. dues of the current year paid) may vote for officers or in other affairs of the Association.

Section 9. Members shall be subject to suspension or expulsion from the Association for violation of ethics or purposes and objectives established by the Association.

ARTICLE VI OFFIERS AND DUTIES OF OFFICERS

Section 1. The elected officers of the Association shall be President, Vice President, President Elect, Treasurer, Secretary and an Associate Representative. With the Board Advisor and the Newsletter Editor, these officers shall comprise the Executive Board.

Section 2. Members who wish to serve as officers of the Association must fulfill the following qualifications:

• Be an active member in good standing with the Association for a minimum of two (2) years in order to be candidate for the offices of President, Vice President and President Elect.
• All other officer candidates must be active members of the Association immediately prior to their election.
• Will not be required to pay dues to the association during their term of office; nor be required to pay for registration fees to any continuing education seminar sponsored by the Association.

Section 3. President. Two (2) year term. The President shall:

• Preside as Chairman of the Executive Board.
• Preside at all meeting of the Association and conduct them by a formal order of business.
• Represent the Association in all matters designated by the Executive Board as Association business.
• Make an annual report to the general membership at the end of his/her term of office which shall be an analysis of the present condition of the Association and the Veterinary Technician profession, activities and progress during the past year and make suggestions for improvement.
• Have one (1) vote on the Executive Board.
• Sign business vouchers of the Association.

Section 4. Vice President. Two (2) year term. The Vice President shall:

• Perform the duties of the President during absence or disability of the President.
• Become President to fill the unexpired term of office in case of death, total disability or resignation of the President.
• Serve as representative to the District Council for the Executive Board.
• Have one (1) vote on the Executive Board.
• Sign business vouchers of the Association.

Section 5. President Elect. Two (2) year term of office with automatic succession to the office of President. The President Elect shall:

• Cooperate in the promotional works of the Association under the direction of the Executive Board.
• Serve as liaison between associated professional organizations, student organizations, etc.
• Accompany the President whenever possible when performing official duties of the Association in order to learn by example.
• Have one (1) vote on the Executive Board.

Section 6. Treasurer. Two (2) year term. The Treasurer shall:

• Receive and be in charge of the funds of the Association and provide for the expenditure of such funds.
• Compile and give a written report of the financial status of the Association at meetings of the Executive Board for appraisal and signature of the President.
• Make a written report to the Executive Board of the financial status ofthe Association whenever requested to do so and make a full written report to the Association at each semi-annual general membership meeting.
• Submit all books of account for audit as specified by the Executive Board.
• Be bonded at the expense of the Association at such times funds permit and the Executive Board sees fit.
• Sign business vouchers of the Association with the approval of the President.
• Keep records on all dues from the membership.
• Keep accurate records on names and addresses of all new members of the Association and inform the Secretary and the Chair of the Membership Committee as soon as new members are admitted.
• Reimburse officers or appointed representatives for travel, telephone and/or other expenses incurred through Association business with prior approval of the Executive Board.
• Be responsible for preparing and submitting all federally required forms for the Association.
• Send out renewal of dues notices to the membership of the Association six (6) weeks prior to the expiration of membership.
• Have one (1) vote on the Executive Board.

Section 7. Secretary. Two (2) year term. The Secretary shall:

• Be responsible for conducting general correspondence for the Association and the Executive Board.
• Correspondence activities, proposals, amendments and any information deemed pertinent by the Executive Board of the Association to TVMA.
• Preserve papers, documents and property of the Association.
• Give up-to-date membership lists to all members of the Executive Board on no less than a quarterly basis.
• Send notices of time and place of the Executive Board meetings.
• All activities performed by the Secretary will be presented to and approved by the Executive Board.
• Have one (1) vote on the Executive Board.
• May, with the Executive Board approval, appoint a Recording Secretary to assist with the above duties. The Recording Secretary shall:
  • Be present at Executive Board meetings for the purpose of taking minutes: final copy approved by the Executive Board.
  • Assist in all the duties as described in Section 7.
  • Be supervised in all activities by the Secretary.
  • Have no vote on the Executive Board.

Section 8. Associate Representative. Two (2) year term. The Associate Representative shall:

• Serve as a liaison between the Executive Board and the Associate membership.
• Be elected solely by the Associate membership.
• Actively solicit membership among qualifying veterinary assistants and Certified Veterinary Assistants.
• Have one (1) vote on the Executive Board.

Section 9. Board Advisor. Two (2) year term. The Board Advisor shall:

• Not be elected. The immediate Past President of the Association will hold this office.
• Act in a consulting capacity to the Executive Board and the Association.
• Have no vote, except in the case of a deadlock vote on the Executive Board.
• Then will cast the tie-breaking vote.

Section 10. Newsletter Editor. Annual Term. The Newsletter Editor shall:

• Not be elected, but instead be appointed by the Executive Board ofthe Association.
• Be prepared for the annual review of his/her work by the Executive Board prior to the semi-annual meetings held in conjunction with TVMA.
• Serve as Newsletter Editor until the Executive Board no longer finds his/her work adequate or appropriate, or until he/she resigns.
  • Notice of resignation must be given sixty (60) days prior to actual departure from office.
• Solicit articles of interest to the published newsletter.
• Decide what shall be printed in the newsletter with the approval of the Executive Board.
• Type and layout Newsletter designs.
• Supervise printing and assembly ofthe newsletter.
• Be responsible for meeting all pre-established deadlines agreed upon or approved by the Executive Board.

Section 11. Vacancies in Executive offices occurring due to death, resignation, inability to serve, change of residence or any other cause will be filled by appointment of the Executive Board except the office of President Elect.

• The position of President Elect will require a written election from the general membership to fill the vacancy.

Section 12. Officers not fulfilling their obligations as outlined in these by-laws are subject to impeachment by a unanimous vote of the Executive Board, excluding the vote of the officer in question.

Section 13. All officers of the Executive Board must turn over all documents, holdings and property of the Association within two (2) weeks of the installation of the incoming officers.

Section 14. "Election Coordinator" is to be designated by the current Executive Board. The Election Coordinator shall:

• Be responsible for assembling an annual Election Committee with the approval of ballots, notification of election results and enforcing voting procedure as stated in the by-laws of the Association.
  • Members of the Election Committee are not current candidates for office or current officers of the Association.
  • Ballots will be kept until new officers are installed. Tally sheets will be kept along with any other pertinent documents for preservation.

ARTICLE VII EXECUTIVE BOARD

Section 1. The Executive Board shall be composed of the President, Vice President, President Elect, Treasurer, Secretary, Associate Representative, Board Advisor and Newsletter Editor.

Section 2. The Executive Board shall be the legislative and administrative body of the Association and it's functions shall include but not be limited to:

• Defining and formulating a statement outlining programmed activities proposed for the ensuing year.
  • This action shall take place at the first meeting of the new Executive Board with the general membership.
• Approving allocation of the Association's monies in a budget submitted for each ensuing year.
• Establishing standing, special and ad hoc committees as required to perform activities of the Association.
• Preparing or causing to be prepared such resolutions as may be required and appropriated to the purposes of the Association.
• Maintaining appropriate public relations and disseminating information concerning the Association and its activities to selected individuals, organizations and news media.
• Direct and coordinate the Association's committees in areas including but not restricted to: continuing education, fund raising projects and future developments and continual improvement of the profession among Veterinary Technicians.

Section 3. The Executive Board shall be required to meet a minimum of once each quarter to review committee reports and progress of programs and to discuss pertinent matters in the interest of the Association.

• There must be at least three officers of the Executive Board present at each Board meeting to conduct the business of the Association.
• Upon special request, chairpersons of committees may be required to attend meetings of the Executive Board.
• Meetings will use the Roberts Rules of Order.
• Notices of each member of the Executive Board and anyone invited or required to attend the board meeting must be post marked fourteen (14) days prior to the meetings.
• Executive Board meetings are closed except for the following conditions:
  • Upon invitation of the Executive Board.
  • Any member ofthe Association in good standing may make a written petition to the Executive Board to attend a specified Board Meeting. The Executive Board must give written notice of approval before attendance will be allowed.
• Executive Board members who are unable to attend a Board Meeting may submit written comments on issues affecting the business of the Association, which may be read into the minutes of the meeting.
• In the event of urgent or emergency issues which must be addressed immediately, or in the case of the inability of the Executive Board to meet, telephone conferences, video conferences or internet chats may be used under the following provisions:
  • A reading of the exact item to be voted on, without deletion or change, must be made.
  • A simple yea or nay vote without explanation is to be considered an official vote.
  • Within ten (10) days of telephone date, a copy of the teleconference agenda, discussion or internet log, and votes is to be mailed to, signed by returned to the Secretary by each member of the Executive Board participating in the call, video conference or chat.
  • Any deviation from this procedure shall be reported to the Board Advisor.
    • This action will nullify the item voted upon.
    • The Board Advisor will contact each Board Member and notify him or her of the objective.
    • The issue in question will be addressed at the next Board Meeting.

ARTICLE VIII COMMITTEES

Section 1. The President of the Association, with the approval of the Executive Board, may create any standing or ad hoc committees.

Section 2. There shall be an active chairperson for each committee created by the President, who shall be appointed by the President. One (1) year term.

• Committee chairpersons will select the committee membership, appointing a minimum of three (3) and a maximum of eight (8) committee members.
• Committee chairpersons must submit the membership names selected for service on the committee within thirty (30) days from the notification of appointment of office.
• A chairperson may chair only one committee but may serve on more than one committee as a member.
• Committee chairpersons may submit requests for creation of ad hoc committees to the Executive Board.
• Comittees will meet at least once every quarter for the year in term, in person, by mail or by phone.
• Except as otherwise may be stated in these by-laws, a simple majority vote will determine a committee's actions.
• Past committee chairpersons shall relinquish all materials, documents and property of the Association to the incoming chairperson within two (2) weeks notice of change of office.

Section 3. The President must have approval of the Executive Board for the creation or dissolution of any committee(s).

• Any committee may present justification for continuing to exist to the Executive Board for consideration.

ARTICLE IX COUNCIL OF DISTRICTS

Section 1. Established district divisions are as follows: (see attachment)

Section 2. Each district shall have one (1) District Representative who is a member in good standing of he Association. The District Representative will:

• Provide continuing education opportunities for technicians at the local level.
• Further communications among technicians on the district level.
• Gather district nominees and submit them as specified to the Secretary of the Association.

Section 3. When a district programs is initiated, the District Representative shall be appointed by the President of the Association. After the first year's appointment, District Representatives will be elected annually thereafter by members of the district. In case of unfilled vacancy for office, the President will appoint the District Representative.

Section 4. The Council of Districts shall be composed of the District Representatives.

• The Council of Districts will meet in conjuction with the semi-annual general membership meetings for the Association.
• Other meetings may be called by a majority of the District Representatives when deemed necessary.
• The Council of Districts will meet annually with the Executive Board or at any time deemed necessary by both council and the Board.

Section 5. Duties of the Council of Districts shall include:

• Hearing grievances from local district associations and mediating in any local disputes.
• Exchange of information.
• Discussion of the distribution of representatives throughout the state.
• Submission of names for candidates in elections of officers of the Association.
  • Candidates considered by each district must be from that district and in good standing as an active member of the association except for candidates for Associate Representative who must be an associate member in good standing.
  • A general election to determine nominees from that district may be held at least thirty (30) days prior to the deadline for nominations established by the Executive Board.
• Assistance in representing the Association as requested by the Executive Board.

ARTICLE X NOMINATION OF OFFICERS

Section 1. Only active members in good standing with the Association may be eligible for nomination for elective officers.

• In the specific case of Associate Representative.
• Only associate members in good standing with the Association are eligible for nomination as Associate Representative.

Section 2. The Council of Districts will submit to the Secretary of the Association the names of those candidates who are qualified to hold office under the provisions of these by-laws. Nominations are due by the second Friday in October, unless otherwise specified by the Executive Board.

Section 3. Nominations shall also be accepted from members in good standing with the Association, providing nominees meet the required qualifications. Nominees must be submitted to the Board member acting as the "Election Coordinator" by the second Friday in October, unless otherwise specified by the Executive Board. The Election Coordinator position is to be designated by the Executive Board for each term.

Section 4. Each nominee must send a written acceptance of her/her nomination to the Secretary before his/her name may be placed on the official ballot.

Section 5. Each nominee must submit a brief personal history, reasons for running for office and proposed goals for the Association for publication in the newsletter or the ballot packet.

ARTICLE XI VOTING PROCEDURE

Section 1. All voting members of the Association shall receive an official ballot packet prepared by the Secretary, or may vote using the official ballot form also provided in the newsletter.

• The final copy of the histories of the nominees and the ballot shall be available to the voting members of the Association no later than the second Friday in October unless otherwise specified by the Executive Board.

Section 2. Deadlines for voting shall be November 30th, unless otherwise specified by the Executive Board.

Section 3. Officers shall be elected by the simple majority vote.

• In case of a tie vote, run-offs may be held and members shall receive a second ballot for this circumstances.

ARTICLE XII ELECTION OF OFFICERS

Section 1. All nominees shall be notified in writing of the election results by Dee 15t\ unless otherwise specified by the Executive Board.

Section 2. Election results shall be published in the January newsletter of the Association.

Section 3. Installation of newly elected officers shall take place at the general membership meeting held in conjunction with the TVMA annual continuing education convention.

ARTICLE XIII AMENDMENTS OF BY -LAWS

Section 1. Proposed amendments are to be sumitted to a committee whose function is to review proposals and investigate their validity.

• Proposed amendments shall be presented to the Executive Board at an opening meeting announced no less than two (2) weeks prior to that meeting.
  • Any member of the Association shall be eligible to voice their opinion of the proposal(s) at this time.
  • No general membership vote shall occur at this time.
  • The Executive Board may approve, based on the results of the meeting, presentation of the proposed amendment to the general membership for a vote.
  • The Executive Board may request that the proposed amendment be returned to the committee if the results of the specified meeting indicate the necessity for further consideration or review.

Section 2. A two-thirds (2/3) vote of the general membership present at one of the semi­annual general membership meetings shall adopt the amendment.

Section 3. Override of any existing provision of the by-laws requires petition of twenty five (25) members in good standing with the Association to place before the general membership for vote at one of the semi-annual general membership meetings.

• Two-thirds (2/3) vote of the general membership present at the time of the vote shall override the provision of amendment.

ARTICLE XIV PARLIAMENTARY AUTHORITY

Section 1. Robert's Rules of Order Revised, Latest Edition, shall govern all proceedings of the Association, subject to the special rules which have been adopted.

Updated as of January 27,2004