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The By-Laws of the
Virginia State Association
PREAMBLE
We
the members of the International Order of DeMolay in the Commonwealth of
Virginia, in order to more effectively maintain, extend and perpetuate the purpose
of our Order, acknowledge and yield allegiance to the International Supreme
Council of the Order of DeMolay, and with the approval of the Executive
Officer of Virginia, hereby create an association to establish this
constitution for our government.
Part I
GENERAL PROVISIONS
ARTICLE 1
GENERAL PROVISIONS
101.1
Application.
These general provisions apply to all parts of this constitution and
bylaws.
101.2
Arrangement.
These bylaws are divided into parts with Roman numerals. Parts are divided
into articles with Arabic numerals. Articles are divided into sections with
numbers; and subdivided into subsections with lower case letters in
parentheses with Arabic numbers in parentheses, and subdivided into
subparagraphs with lower case Roman numerals in parentheses.
101.3 Definitions.
In these bylaws:
(a) "Supreme Council" means the International
Supreme Council of the Order of DeMolay, a corporation.
(b) "Order" or "Order of
DeMolay" means the fraternal organization operated or chartered by, or
appendant to, the Supreme Council.
(c) "Association" means the Virginia
State Association of the Order of DeMolay.
(d) "Region" means one of geographical
sections of the state as divided by the Executive Officer.
(e) "State Council" means the Virginia State
Association Council.
(f) "Chapter" means any chapter chartered by
or working under Letters Temporary of the Supreme Council in the Commonwealth of Virginia.
(g) "Session" means a meeting of the
Association.
(h) "Conclave" means the annual Association
meeting.
101.4 Singular or Plural.
The singular includes the plural and the plural includes the singular, as
context requires or permits.
101.5 Amendments.
(a) Presentation. A proposed amendment to this
Constitution must be presented at the Spring Session and distributed to the
Chapters by June 30th.
(b) Adoption. Adoption of an amendment requires a
two-thirds affirmative vote of the delegates present and voting at the
Conclave business meeting.
101.6 Rules of Order.
(a) The most recently revised edition of Roberts Rules
of Order shall govern all proceeding of this Association, except when in
conflict with the Constitution and Bylaws of the Statutes, Rules and
Regulations of the Supreme Council.
(b) The State Master Councilor shall. at the opening of
each Conclave, appoint a parliamentarian to rule on all questions arising
out of parliamentary procedure at the Conclave.
PART II
CONSTITUTION
ARTICLE 2
NAME AND PURPOSE
202.1 Name.
The name of this body is the Virginia State Association of the Order of
DeMolay.
202.2 Purpose.
The purpose of this Association shall be:
(a) To Promote the objective of the Order of DeMolay and
to assure the general welfare of the Order within the Commonwealth.
(b) To afford the members and chapters the opportunity
for initiative and for the expression of their ideas.
ARTICLE 3
ORGANIZATION
203.1 Regions and Districts.
(a) The Association shall be divided into major
geographical regions known as the Central, Eastern, Northern, and Western
or as deemed necessary by the Executive Officer.
(b) The regions shall be divided into as many districts
as deemed necessary by the Regional Deputy and approved by the Executive
Officer.
ARTICLE 4
MEMBERSHIP
204.1 Membership.
Membership shall be composed of all Active Members of the Order of DeMolay
affiliated with the Instituted Chapters within the Commonwealth of
Virginia.
ARTICLE 5
STATE OFFICERS
205.1 Titles.
(a) The following shall be elected by the delegates or
alternates present and voting at the Conclave: State Master Councilor,
Deputy State Master Councilor.
(b) The Executive Secretary and State Treasurer, which
mat be one and the same, will be appointed by the Executive Officer of this
Commonwealth and shall be accountable to him and the State Master
Councilor.
(c) A State Scribe will be appointed by the State Master
Councilor and is responsible to him.
205.2 Qualifications.
(a) State Master Councilor.
(1) The candidate
must be an active member of the Association who has not attained his
twenty-first (21st) birthday.
(2) Only Past Master
Councilors or Past Presidents of DeMolay Clubs may be nominated.
(3) The candidate
must be registered and present at the election meeting, unless excused by
the Executive Officer.
(4) The candidate
must give assurance to the Executive Officer that he will be a legal
resident of the State of Virginia during his term of office.
(b) Deputy State Master Councilor.
(1) The candidate
must be an active member of the Association who will not turn twenty-one
(21) during his term of office.
(2) Present or Past
Master Councilors, Present or Past Presidents of DeMolay Clubs may be
nominated.
(3) The candidate
must be registered and present at the election meeting, unless excused by
the Executive Officer.
(4) The candidate
must give assurance to the Executive Officer that he will be a legal
resident of the State of Virginia during his term of Office.
205.3 Election.
(a) Officers shall be elected and installed at the
Conclave, unless excused by the Executive Officer.
(b) There will be nomination statement of support for
any candidate from any official committee of the Association.
(c) Each elected officer must receive a majority of the
votes cast by delegates or alternates present and voting.
(d) Candidates should have stated their intention to run
for an elected office, at least twelve (12) hours before Conclave
registration closes. Their names and intent shall be submitted to the
Executive Officer and the State Master Councilor. This process will enable
the members to meet the candidates and to nominate others from the floor
during the business session if they feel the candidates are not qualified
for a state office.
(e) Candidates, whether stating their intention in
writing or being nominated from the floor, will be interviewed by the
Executive Officer and the State Master Councilor. A recess of the business
session will be declared if a nomination occurs on the floor.
(f) There shall be, during each Conclave business
session immediately preceding the election of the State Master Councilor
and the Deputy State Master Councilor, a question and answer period. During
this period, questions may be asked of the candidate(s) running for office.
All questions must come from voting delegates present. The period of time
is left to the discretion of the State Master Councilor and the Executive
Officer.
205.4 Term of Office.
The term of office shall be from installation at Conclave until
installation of their successors.
205.5 Duties.
(a) State Master Councilor. The State Master Councilor
must, to the best of his ability, attend a chapter function in every
chapter at least once during his term of office.
(b) Deputy State Master Councilor. The Deputy State
Master Councilor must, to the best of his ability, attend a chapter
function in every chapter at least once during his term of office.
(c) The Executive Secretary. The duties and responsibilities
are assigned by the Executive Officer.
(d) The State Treasurer. The duties and responsibilities
are assigned by the Executive Officer.
(e) The State Scribe.
(1) Must attend and maintain minutes of all State
Council meetings and sessions.
(2) Is an ex-officio
member of all state committees and can attend and take minutes of these
meetings.
(3) Is a non-voting
member of the State Council.
205.6 Vacancies.
(a) In the event the office of State Master Councilor
becomes vacant during his term, the Deputy State Master Councilor shall
assume the office of State Master Councilor and a new Deputy State Master
Councilor shall be elected at the next session.
(b) In the event of a vacancy in the office of Deputy
State Master Councilor, a new Deputy State Master Councilor shall be
elected at the next session.
(c) Chapter will receive written notification from the
Executive Secretary when an election is to take place.
205.7 Removal.
Any elected state officer may be removed from office by a majority vote of
the State Council. The office being considered for removal not having a
vote on the question. The majority vote must have the approval of the
Executive Officer of the Virginia jurisdiction. Failure to perform his duties,
conduct unbecoming an officer, or resignation shall be cause for removal.
ARTICLE 6
REGIONAL OFFICERS
206.1 Titles.
The following shall be elected by their respective region: Regional Master
Councilor, Deputy Regional Master Councilor.
206.2 Qualifications.
(a) Regional Master Councilor.
(1) He must be an
active member of a member chapter of the Association.
(2) He must not have
obtained his twenty-first (21st) birthday by Conclave.
(3) He must be a
resident of the region he is serving for the duration of his term.
(4) He must be one
of the following: Master Councilor, Past Master Councilor, President or
Past President of a DeMolay Club.
(b) Deputy Regional Master Councilor.
(1) He must be an active
member of a member chapter of the Association of that region.
(2) He must not turn
twenty-one (21) during his term of office.
(3) He must be a
Master Councilor, Past Master Councilor, President or Past President of a
DeMolay Club.
206.3 Election.
(a) Regional Master Councilor.
(1) Shall be elected
by each region of the Association at a regional caucus held at or before
Conclave.
(2) He may succeed
himself once.
(b) Deputy Regional Master Councilor. Shall be elected
by each region of the Association at a regional caucus held at or before
the Conclave.
206.4 Term of Office.
(a) Regional Master Councilor. The term is to run
concurrently with that of the State Master Councilor and Deputy State
Master Councilor or until his successor is installed.
(b) Deputy Regional Master Councilor.
The term is to run concurrently with the Regional Master Councilor or until
his successor is installed.
206.5 Duties.
(a) Regional Master Councilor.
(1) To act as his
region's representative on the State Council.
(2) To plan regional
activities (e.g. regional conclaves, sports tournaments, etc.).
(3) To check on each
chapter's progress in his region. Report such to the State Council and give
aid to those chapters requiring it.
(4) In conjunction
with (3) above, visit each chapter in his region at least two (2) stated
meetings during his term of office.
(b) Deputy Regional Master Councilor.
(1) To assist the
Regional Master Councilor in planning regional activities.
(2) To represent the
Regional Master Councilor on the State Council when he is absent.
(3) To assist the
Regional Master Councilor in checking on each chapter's progress.
(4) In conjunction
with (3) above,visit each chapter in his region at least twice during his
term of office.
206.6 Vacancies.
(a) Regional Master Councilor.
(1) In the event of
a vacancy in the office of Regional Master Councilor, the Deputy Regional
Master Councilor will assume the office of Regional Master Councilor. If
the region does not have a Deputy Regional Master Councilor, then a new
Regional Master Councilor shall be chosen in the manner designated by that
region.
(2) If the Regional
Master Councilor moves out of the region he is serving for a period of time
which could reasonably be expected to last more than one-half (1/2) of the
remainder of his term of office, his office shall be declared vacant and
refilled according to (1) above.
(b) Deputy Regional Master Councilor. In the event of a
vacancy of the office of Deputy Regional Master Councilor, a new Deputy
Regional Master Councilor shall be chosen in the manner designated by that
region.
206.7 Removal.
(a) Regional Master Councilor. An unexcused absence by a
Regional Master Councilor without permission of the State Master Councilor
or Executive Officer, failure to perform his duties, conduct unbecoming an
officer, or resignation will create a vacancy in that office.
(b) Deputy Regional Master Councilor. Failure to perform
his duties, conduct unbecoming an officer, or resignation will create a
vacancy in that office.
ARTICLE 7
STATE COUNCIL
207.1 Members.
The State Council shall consist of the State Master Councilor, the Deputy
State Master Councilor, the Regional Master Councilors, the Deputy Regional
Master Councilors, and the State Scribe.
207.2 Executive Committee.
The State Council will function as the Executive Committee of the
Association.
207.3 Meetings.
The State Council will meet at the discretion of the State Master
Councilor.
207.4 Voting.
(a) Each member of the State Council, except the Deputy
Regional Master Councilors and the State Scribe, shall be allowed one vote
on all matters coming before it.
(b) In the absence of the Regional Master Councilor, the
respective Deputy Regional Master Councilor may vote.
ARTICLE 8
SESSIONS
208.1 Meetings.
(a) The Conclave of the Association shall be held
annually at such places as the Permanent Conclave Committee may determine.
(b) There will be four (4) quarterly sessions of the
Association consisting of the Conclave in the summer, and sessions in the
fall, winter, and spring. The Executive Secretary will give thirty (30)
days written notice, designating who is to attend.
208.2 Registration Fee.
The registration fee for the Conclave shall be set by the Permanent
Conclave Committee with the approval of the Executive Officer.
208.3 Conclave Delegates.
(a) Each chapter shall be entitled to a maximum of five
(5) delegates. These delegates will be elected or appointed by the
individual chapter. at which time the chairman of the delegation will also
be selected.
(b) Each delegate shall have an alternate, who shall be
elected or appointed in the same manner as the delegates. Each delegate or
alternate present will have the authority to cast one (1) vote on all
questions in the business session at Conclave.
(c) Delegates must be registered at Conclave to vote.
(d) Only delegates or alternates will have the right to
make or second motions and participate in the business procedure. All
others desiring to address the presiding officer shall be recognized at his
discretion.
208.4 Session Delegates.
One vote per delegate, up to three (3) delegates, will be allowed to each
chapter present at the sessions.
208.5 Voting.
(a) There will be a verbal roll call on all questions
requiring such and all election at the sessions. The chairman of the
delegation will rise when the chapter's name is called and will verbally
cast the Chapter's vote.
(b) All questions, except constitutional amendments,
will be passed by a majority of the delegates present and voting.
ARTICLE 9
COMMITTEES
209.1 Members.
(a) The chairman of a standing committee shall be a
active member of the Association.
(b) An advisor from a chapter in the Association shall
act as an advisor for the committee.
209.2 Appointment of Committees.
The State Council shall appoint all chairmen for the standing committees
and workshops.
209.4 Membership.
(Reserved)
209.5 Public Relations and Publications.
(Reserved)
209.6 Activities and Competitions.
(Reserved)
209.7 Special Committees.
Special committees may be created at the discretion of the State Council and
with the approval of the Executive Officer.
209.8 Committee Meetings.
(Reserved)
209.9 Committee Reports.
(Reserved)
ARTICLE 10
FINANCES
210.1 Sources.
(a) The work of this Association shall be supported by
income approved by the Executive Officer, which will be sent to the
Executive Secretary.
(b) Chapters must pay all their current and past
Association dues and fees due as of June 30th to be eligible to vote at the
Conclave for the year.
210.2 Dues.
(a) The Association is on a life membership plan Each
chapter shall send to the Executive Secretary five (5) dollars for each new
petitioner initiated during a year.
(b) A chapter in arrears for back association dues must
pay its back dues as well as current years dues, with the exception of any
dues remitted by the Association.
210.3 Definition of Expenditures.
(a) Budgeted money will be available for the office and
travel expenses of the Association, with the approval of the Executive
Officer.
(b) The Association shall not assume any financial
obligation that does not terminate by the close of the ensuing DeMolay year
of the Association unless specifically approved by the Executive Officer.
210.4 Expenditures.
The State Master Councilor and the Deputy State Master Councilor should
receive the following when approved by the Executive Officer.
(a) Payment in full plus toll charges for all state
business.
(b) Payment in full for all communications for state
business.
210.5 Financial Reporting.
(a) The State Treasurer shall be required to make a
report of the expenditures of the above funds at the Conclave business
meeting.
(b) At each of the sessions, there will be a full
disclosure of the Association financial status.
PART III
ARTICLE 12
BYLAWS
312.1 Competitions.
(a) The judges, rules, and regulations for the
Association competitions will be those noted in the rules and regulations
in effect at the time of the competitions as approved by the voting
delegates at Conclave.
(b) The Tournament of Champions rules will apply for all
memorized work
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