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Bylaws of Virtually Advising, Inc.
ARTICLE I -
NAME, PURPOSE
Section 1:
Name. The name of this organization shall be Virtually Advising,
Inc.
Section 2:
Purpose. This organization is organized exclusively for charitable,
scientific and educational purposes. Its mission is to assist college
students, college hopefuls and those close to them with their academic
questions and/or concerns. The primary means of providing this service
is via operation of a Web site through which free academic counseling
is offered.
ARTICLE II - MEMBERSHIP, VOTING
Section 1:
Membership. Membership of the organization shall consist
of the Board of Directors ("Board"), Board of Advisors,
Officers and Virtual Advisors.
Section 2:
Board of Directors, Officers. Each Officer of the Board of
Directors shall have one vote at Board meetings. No individual may
hold more than one vote.
Section 3:
Executive Staff. The positions of Executive Director and
Associate Executive Director each will hold one vote. No individual
may hold more than one vote.
Section 4:
Board of Advisors. The Board of Advisors is a group of individuals
selected by the Executive Director to serve the organization in
an advisory role. These individuals hold no legal obligation to
the organization, receive no compensation for their role, and are
not voting members.
Section 5:
Virtual Advisors. Virtual Advisors are the set of individuals
selected by the Executive Director to carry out the organization's
purpose. They are not voting members.
ARTICLE III - BOARD OF DIRECTORS, MEETINGS, OFFICERS
Section 1:
Board Role. The Board is responsible for setting the general
direction
of the organization, and delegates responsibility for day-to-day
operations to the Executive Committee and other organizational committees.
Section 2:
Size. The Board shall consist of a minimum of three members.
Section 3:
Board Elections. Board members will be elected by a majority
vote of the current Board members. Nominations for new Board members
must be submitted to the Secretary at least two weeks prior to the
meeting in which the election will occur.
Section 4:
Terms. Board members shall serve three-year terms, and are
eligible for re-election.
Section 5:
Compensation. Board members shall serve as Directors without
remuneration. They may, however, be compensated for expenses incurred
in the regular scope of their duties to the organization, Virtually
Advising, Inc.
Section 6:
Meetings. The Board shall meet at least once each year, at
a time and place agreed upon by at least two-thirds of the members
of the Board. Additional meetings may be called by any member of
the Board with approval of at least two-thirds of its members. Written
notice of each meeting (in letter or e-mail form), as well as the
minutes of the previous meeting, shall be given to each Board member
no less than two weeks before the meeting.
Agenda for
meetings shall include, in the specified order, the following:
(1) Call to order
(2) Roll call
(3) Approval of minutes from the previous meeting
(5) Election and/or re-election of Board members
(6) Financial report
(7) Reports given by committees present
(8) Old business
(9) New business
(10) Adjournment
Section 7:
Quorum. A quorum must be attended by at least three-fourths
of the Board members before business can be transacted or motions
made or passed.
Section 8:
Special Meetings. Special meetings of the Board shall be
called upon the request of the Chair or two-thirds of the Board.
Notice of special meetings shall be sent by the Secretary to each
Board member at least two weeks in advance.
Section 9.
Officers and Duties. There shall be six Officers of the Board:
Chair, Vice Chair, Secretary, Treasurer, Executive Director and
Associate Executive Director. One Board member may hold more than
one Officer position, but no Board member may hold the positions
of both Chair and Vice Chair. Officer duties are as follows:
The Chair
shall convene regularly scheduled Board meetings, shall preside
or arrange for other members of the executive committee to preside
at each meeting in the following order: Vice-Chair, Secretary and
Treasurer.
The Vice
Chair shall chair committees on special subjects as designated
by the board.
The Secretary
shall be responsible for keeping records of Board actions, including
overseeing the taking of minutes at all board meetings, sending
out meeting announcements, distributing copies of minutes and the
agenda to each Board member, and assuring that corporate records
are maintained.
The Treasurer
shall make a report at each Board meeting. Treasurer shall chair
the Finance Committee, assist in the preparation of the budget,
help develop fundraising plans, and make financial information available
to Board members and the public.
Section 10:
Executive Staff. There shall be two members of the Executive
Staff: the Executive Director and Associate Executive Director.
The Executive Director serves at the pleasure of the Board. The
Associate Executive Director serves at the pleasure of the Executive
Director. Executive Staff duties are as follows:
The Executive
Director shall be the chief executive officer of the corporation
and shall, subject to the control of the Board of Directors, supervise
and control the affairs of the corporation and the activities of
the officers. He or she shall perform all duties incident to his
or her office and such other duties as may be required by law, by
the Articles of Incorporation, or by these Bylaws, or which may
be prescribed from time to time by the Board of Directors. Unless
another person is specifically appointed as Chair of the Board of
Directors, the Executive Director shall preside at all meetings
of the Board of Directors and at all meetings of the members. Except
as otherwise expressly provided by law, by the Articles of Incorporation,
or by these Bylaws, he or she shall, in the name of the corporation,
execute such deeds, mortgages, bonds, contracts, checks, or other
instruments which may from time to time be authorized by the Board
of Directors.
In the absence
of the Executive Director, or in the event of his or her inability
or refusal to act, the Associate Executive Director shall
perform all the duties of the Executive Director, and when so acting
shall have all the powers of, and be subject to all the restrictions
on, the Executive Director. The Associate Executive Director shall
have other powers and perform such other duties as may be prescribed
by law, by the Articles of Incorporation, by these Bylaws, or as
may be prescribed by the Board of Directors and the Executive Director.
Section 11:
Vacancies. When a vacancy on the Board exists, nominations
for new members may be received from present Board members by the
Secretary at least two week in advance of a Board meeting. These
nominations shall be sent out to Board members with the regular
Board meeting announcement, to be voted upon at the next Board meeting.
Board members elected to fill vacancies will serve a term only as
long as the individual who formerly held the position.
Section 12:
Resignation, Termination and Absences. Resignation from the
Board must be in writing and received by the Secretary, and is effective
immediately unless otherwise stated within the letter of resignation.
A Board member may be removed by a three-fourths vote of the other
members.
ARTICLE V - COMMITTEES
Section 1:
Creation. The Board may create committees as needed, such
as fundraising, recruiting, communications, education, etc. At least
two-thirds of the members of the Board must approve new committees.
The Board Chair appoints all committee chairs.
Section 2:
Executive Committee. The four officers serve as the members
of the Executive Committee. Except for the power to amend the Articles
of Incorporation and Bylaws, the Executive Committee shall have
all of the powers and authority of the Board of Directors in the
intervals between meetings of the Board of Directors, subject to
the direction and control of the Board of Directors.
Section 3:
Finance Committee. The Treasurer is chair of the Finance
Committee, which may include up to five other organization members
nominated by the Treasurer and confirmed by a majority of the Board.
The Finance Committee is responsible for developing and reviewing
fiscal procedures, a fundraising plan, and annual budget with staff
and other Board members. The Board must approve the budget, and
all expenditures must be within the budget. Any major change in
the budget must be approved by the Board or the Executive Committee.
The fiscal year shall be the calendar year. Annual reports are required
to be submitted to the Board showing income, expenditures and pending
income. The financial records of the organization are public information
and shall be made available to the membership, Board members and
the public.
ARTICLE VI - AMENDMENTS
Section 1:
These Bylaws may be amended when necessary by a two-thirds majority
of the Board of Directors. Proposed amendments must be submitted
to the Secretary to be sent out with regular Board announcements.
These Bylaws
were approved at a meeting of the Board of Directors of Virtually
Advising, Inc. on June 28, 2001.
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