Adopted by the Virginia NOW Bylaws Convention on August 14, 1977. Amended: 1978; August 4, 1979; June 7, 1980; June 13, 1981; June 19, 1982; April 1, 1984; April 5, 1986; April 5, 1987; May 21, 1989; June 15, 1991, May 2, 1992, June 5, 1993, April 26, 1998, June 1, 2002, July 15, 2006, April 16, 2011.
Virginia NOW By-Laws
SECTION 1. AUTHORITY
1. Virginia NOW shall be bound by the National NOW bylaws and National NOW policy and may take no action contrary thereto.
2. In the absence of national policy, Virginia NOW policy shall be established at the state conference.
3. Chapter policy shall be established by members of the individual chapters and shall not be contrary to National and Virginia NOW policy.
SECTION 2. PURPOSE
The purpose of Virginia NOW shall be to provide a structure whereby NOW members of the Commonwealth of Virginia may work together to carry out the purposes and goals of the National Organization for Women Inc. Virginia NOW has been determined by the IRS to be a 501(c)(4) organization.
SECTION 3. MEMBERSHIP
1. Any person residing in Virginia who is a member of National NOW is automatically a member of Virginia NOW unless choosing otherwise. Any person who is a member of National NOW may choose to be a member of Virginia NOW regardless of their place of residence. Any person designating a chapter of Virginia NOW shall be a member of that chapter.
2. No person shall be excluded from membership or from participating, segregated, or otherwise discriminated against within Virginia NOW because of race, color, sex, religion, national origin, age, economic status, parenthood, sexual preference, or political affiliation.
SECTION 4. STRUCTURE
Virginia NOW shall consist of:
1. Members;
2. The chapters within the state;
3. The State Council; and
4. The Executive Committee, consisting of the state officers.
5. The terms “Virginia NOW” and “Virginia Chapter of the National Organization for Women” and “Virginia Chapter of NOW” means all state members, chapters, State Council and Executive Committee.
SECTION 5. OFFICERS
The officers shall be elected at the state conference and shall serve two-year terms that shall begin at the conclusion of the state conference.
• President
1. Shall be the executive officer of Virginia NOW;
2. Shall help resolve conflicts within Virginia NOW;
3. Shall foster communication within Virginia NOW;
4. Shall serve as or appoint a spokesperson for Virginia NOW in all matters except those under the legislative vice-president;
5. Shall preside at all meetings of Virginia NOW and the State Council;
6. Shall appoint members of the nominating committee, elections committee and any other committees.
7. Shall appoint, with the advice of the state conference, the State Council, or the chapters of Virginia NOW, coordinators to implement programs, policies, or plans mandated by the state conference, the State Council, or the chapters;
8. Shall be, or appoint with approval of the State Council, the Chair of Virginia NOW PAC (Political Action Committee);
9. Shall serve as, or appoint with approval of the State Council, a representative to state coalitions; and
10. Shall be an ex-officio member of all committees except the nominating committee.
• Executive Vice President
1. Shall assume the responsibilities of the President if the President is unable to perform them. In the event of a vacancy in the position of President, the Executive Vice President shall assume the position of President until such time as regular elections are held.
2. Shall assist the President in the operation of the state organization; and
3. Shall manage state meetings, caucuses, and conferences.
• Treasurer
1. Working with the President shall draw up a projected annual state budget for the year to be presented at the first executive committee meeting after the State Conference
2. Shall collect and deposit state funds, and disburse them in accordance with the approved budget upon receipt of duly approved vouchers;
3. Shall submit a Treasurer’s report at each State Council meeting;
4. Shall prepare and submit financial transactions and reports for review by the executive committee.
5. Shall be a member of the Virginia NOW PAC, and
6. Shall provide guidance to the executive committee in management of financial resources of Virginia NOW.
• Vice President, Communications/Secretary
1. Shall keep minutes of meetings of the executive committee, State Council and state conference;
2. Shall be responsible for the general correspondence of the state;
3. Shall accept amendments to the state bylaws for distribution to the membership;
4. May be responsible for setting up and maintaining an Internet presence for Virginia NOW;
5. May produce press releases and other press information for the President; and
6. May maintain lists of addresses of press and media.
7. Shall serve as corporate secretary.
• Vice President, Membership
1. Shall coordinate with existing chapters to identify and contact at-large members to expand existing chapters or convene new ones;
2. Shall assist chapters in development of programs and projects, including administrative development;
3. Shall assist chapters in communicating with other levels of NOW regarding chapter development;
4. Shall provide coordination, training and information to chapters on member recruitment and retention, including National and Virginia NOW recruitment incentives and procedures;
5. Shall report statistics on chapter and at-large membership to the State Council at least annually; and
6. Shall have special responsibility to coordinate Virginia NOW’s program of outreach to people of racial and cultural diversity and people with disabilities as called for in Virginia NOW’s Affirmative Action Plan.
• Vice President, Legislative
1. Shall coordinate with chapters on legislative matters, including providing training and legislative information on a regular basis;
2. Shall coordinate lobbying and testimony on state and national legislative issues;
3. Shall serve as or appoint a spokesperson on legislative issues;
4. Shall assist in drafting legislation in accordance with Virginia NOW’s Legislative Agenda;
5. Shall communicate with National NOW about state and national legislative issues;
6. Shall be a member of Virginia NOW PAC (Political Action Committee); and
7. Shall maintain communication with the Senators and Delegates of the Virginia General Assembly, with Virginia’s Congressional Representatives, and with other elected and appointed state officials.
SECTION 6. STATE COUNCIL AND COMMITTEES
• State Council
The State Council shall consist of elected state officers, immediate past President (ex officio), one representative elected from each chapter and duly appointed conveners; and special coordinators that are not also representing a chapter. Voting at State Council meetings shall be based on the concept of one office, one vote; State Council meetings shall be open to the state membership but only State Council members may vote. The State Council:
1. Shall implement state policy as set at the annual state conference and may set policy between state conferences;
2. Shall appoint a replacement when a vacancy occurs in any Virginia NOW office other than President.
• Executive Committee
1. Shall consist of the officers listed in Section 5;
2. Shall meet upon the call of the President at least twice a year;
3. Shall carry out Virginia NOW business between State Council meetings, and
4. Shall approve the annual state budget.
• Special Coordinators
The President may appoint special coordinators. Said special coordinators will have the responsibility for implementation, planning, organizing or otherwise facilitating special programs, meetings, or projects called for by resolutions or other policies at the state conference, by the State Council, or mandated by National NOW. Special Coordinators:
1. Shall regularly report to the executive committee or State Council on implementation of their designated duties; and
2. Shall present budgetary requests in accordance with procedures established by the Treasurer.
• Other Committees
1. An ad hoc committee performs time-limited functions not otherwise covered, and the chair and members are appointed by the President.
2. A Political Action Committee (PAC) may be established by the State Council, and shall follow the rules for such committees as established by the Virginia State Board of Elections.
SECTION 7. NOMINATIONS AND ELECTIONS
The officers shall be elected at the state conference every other year by a majority vote on a secret ballot of those members present and in good standing, and shall hold office until the next state conference or when a successor is elected.
• Nominating Committee
1. Shall consist of a chair and two members who are Virginia NOW members and are not sitting officers; and
2. Shall be appointed by the President.
• Persons wishing to be a candidate for Virginia NOW office must forward biographical data and a brief description of their platforms to the Chair of the Nominating Committee and Vice President, Communications, either before the conference or at the conference before voting begins; these shall be distributed to members via email and at the conference.
• Elections Committee
1. Shall be composed of three Virginia NOW members appointed by the President. Said members shall be ineligible to run for any Virginia NOW office and
2. Shall obtain list of members eligible to vote; set election rules; prepare a ballot; explain and monitor balloting procedures; supervise the balloting, insuring that only qualified Virginia NOW members vote; and count the ballots and declare the winner for each office.
SECTION 8. STATE CONFERENCE
1. The state conference will be held annually, the date and place to be selected by the executive committee;
2. The officers will be elected at the state conference every other year;
3. State conference, through resolutions passed there, is the policymaking body of the state;
4. By-laws changes may be made at the state conference by two-thirds vote of those voting members present and voting; and
5. All voting Virginia NOW members present shall constitute a quorum.
SECTION 9. STATE DUES
1. Amount of dues and dues structure is set by National NOW;
2. Chapters may collect new members’ dues;
3. Chapters shall remit the National portion and state portion of the new members’ dues to National NOW and the Virginia NOW Treasurer, respectively.
SECTION 10. PROCEDURE
Except as herein provided, the latest edition of Roberts Rules of Order, Newly Revised shall govern all proceedings of Virginia NOW.
SECTION 11. AMENDING THE BY-LAWS
1. These by-laws may be amended at the state conference by a two thirds majority of those members present and voting.
2. Any proposed changes shall be communicated to the membership prior to the state conference.
SECTION 12. REMOVALS AND SUSPENSION
The State Council after at least thirty (30) days written notice and the opportunity for hearing may, by written vote of two-thirds of its current membership, suspend or remove any officer whose actions are contrary to the policies of National NOW or Virginia NOW.
SECTION 13. GRIEVANCE PROCEDURE
In the event of a grievance, each side of the controversy will designate one arbitrator and these arbitrators will select another neutral arbitrator. Any person who has a conflict of interest may not serve as an arbitrator. The arbitrators will conduct a private hearing on the matter, at which all sides to the controversy shall be permitted to present their case. The arbitrators shall endeavor to resolve disputes to the mutual satisfaction of the parties. Should they fail to resolve the controversy, the matter may be referred to National NOW.
SECTION 14. DISSOLUTION
1. The state organization may be dissolved only by approval by mail ballot of a majority of state members in good standing.
2. Upon dissolution of the state organization, the State Council shall, after paying or making provisions for the payment of all liabilities of the organization, dispose of all assets equally among the existing chapters of the state, or to National NOW if no chapters exist.
Adopted by the Virginia NOW Bylaws Convention on August 14, 1977. Amended: 1978; August 4, 1979; June 7, 1980; June 13, 1981; June 19, 1982; April 1, 1984; April 5, 1986; April 5, 1987; May 21, 1989; June 15, 1991; May 2, 1992; June 5, 1993; April 26, 1998; June 1, 2002; July 15, 2006; April 16, 2011.
OPERATING RULES
Definitions
Voting member is a person who holds a current, valid membership in Virginia NOW. This includes those who joined at the state conference. Please note there are different rules for voting at the National NOW Conference.
Communication and notice may include, but not be limited to, the following: in writing, telephone, electronic, email, web, Facebook, Twitter, or blog.
Internet presence means Web sites, Facebook, Twitter, blogs.
Fiscal year is for tax and other governmental reporting purposes. The fiscal year shall start on June 1 of each year, following the annual state conference.
Program year is the Virginia NOW activities year between state conferences. The program year shall start of June 1 of each year, following the annual state conference.
Special Coordinators may be appointed to carry out the following duties:
1. Implement communication with the leadership and general membership;
2. Maintain state records and state membership database; and
3. Serve as the editor of the state newsletter;
4. Create and update state brochures and publications; and
5. Plan and lead Virginia NOW actions as may be determined by the executive committee, the State Council, or the state conference.
Financial Activities
1. The budget year shall begin after the state conference and end at the end of the next state conference.
2. The budget shall be presented at the first executive committee following the State Conference
3. Disbursement of funds shall be by check signed by either (a) the state Treasurer or (b) the President in the absence of the state Treasurer.
4. An audit, defined as a review of the records of revenues and expenses, shall be conducted at the direction of the President annually.
5. The Virginia NOW Treasurer may serve as, or appoint with approval of the State Council, the Treasurer of the Virginia NOW PAC (Political Action Committee).
Virginia NOW Fundraising Activities
Fundraising may be led by a special coordinator. Activities may include:
1. Develop and carry out fundraising activities;
2. Establish a committee to help raise funds when necessary; and
3. Assist chapters with fundraising training and information.
State Council
1. Shall meet at least two (2) times per year upon two (2) weeks’ notice from the President or on request of one fourth of the chapters in the state;
2. Notice of the meeting information shall be communicated to each State Council Representative and Chapter President not less than fourteen (14) days prior to each State Council meeting.
State Conference
1. Will be held annually in April or May.
2. Principles guiding state conference: The state conference is the main annual gathering of members and a time for renewing relationships and commitments as well as charting a future course. It is also an important recruiting opportunity. Given the diverse needs of membership and officers, we recognize the need to be flexible in dates and process. At all times, we strive to be inclusive and transparent. We will aim to hold the conference at sites throughout the state to create awareness in various places and involve more people.
3. Process of announcements: An announcement must be sent to the membership at least sixty (60) calendar days in advance of the conference, with the date and, if possible, the place of the conference. Included in this announcement is the announcement of the opportunity to propose bylaws changes at the conference and the process to do so. Any proposed amendments to the bylaws shall be posted on the Virginia NOW internet presence as previously defined at least fourteen (14) days in advance of the conference to allow members adequate time to plan to attend the conference.
4. Any revisions to the state bylaws must be posted on the Virginia NOW internet presence immediately after the state conference.
5. At-large Virginia NOW members may caucus to elect at-large delegates to the National NOW Conference. Notice of this caucus shall be included in the state conference announcement.
Virginia NOW Policy
• New policy proposals may be proposed to the President in advance of the state conference or may be proposed from the floor.
• The policy manual shall be maintained by the VP, Communications and shall be updated following any state conference or State Council meeting where policy changes are made, but no less than annually.
Preservation of Virginia NOW Records
Preserving records of Virginia NOW and chapters is encouraged. Virginia NOW and chapter records are currently contained at the following locations:
• Library of Virginia, Special Collections, in Richmond.
• University of Virginia, Special Collections, in Charlottesville.
• Virginia Polytechnic Institute, in Blacksburg.
