CONSTITUTION OF THE MIAMI VALLEY COUNSELING ASSOCIATION

Effective February 19, 1987
Revised May 31, 1997

ARTICLE I: NAME AND PURPOSE

Section 1. Name

The name of this association shall be "Miami Valley Counseling Association" (MVCA), a Chartered Chapter of the Ohio Counseling Association (OCA), and an Affiliate of the American Counseling Association (ACA).

Section 2. Purpose

The purpose of the MVCA shall be to advance the scientific discipline of counseling and human development, acting at all times in accordance with the purposes and by-laws of OCA.

ARTICLE II: MEMBERSHIP

Section 1. Membership

Membership in the MVCA is available, upon request, to any member in good standing of OCA.

Section 2. Types

The membership status of MVCA members will be determined by their membership status with OCA, for which the categories are as follows:

a. Professional, b. Associate, c. Student, d. Retired

Section 3. Benefits

Professional members, qualified retired members, and student members shall be entitled to vote. Only professional members or qualified retired members shall be entitled to hold office. All members will receive the association newsletter, notification of meetings, activities, programs and such other correspondence and privileges pertinent to the association. These benefits shall be extended to each member upon receipt of annual dues.

ARTICLE III: EXECUTIVE COUNCIL

Section 1. Function

The Executive Council shall be the agency through which the general administration and executive functions of the MVCA shall be carried out. The executive Council shall act as the liaison group between the MVCA and OCA, ACA, and any other organization having contact with the MVCA.

Section 2. Membership

The Executive Council shall be composed of:

a. The officers of the MVCA

b. The immediate Past-President of the MVCA

c. The Editor of the MVCA Newsletter

d. Members At Large appointed annually by the President of the MVCA.

Section 3. Membership Requirements

Each member of the Executive Council shall be a member of the MVCA and OCA.

Section 4. Chairperson

The President of the MVCA shall be the Chairperson of the Executive Council.

Section 5. Meetings

The Executive Council must have a minimum of four (4) meetings per fiscal year. Roberts Rules of Order-Revised shall prevail in all matters of MVCA business, except where inconsistent with the MVCA by-laws.

ARTICLE IV: OFFICERS

Section 1. Officers

The officers of the MVCA shall be President, President-Elect, Secretary, and Treasurer. All shall be members of OCA.

Section 2. Term of Office

Each of the Officers shall serve a one-year term which shall coincide with the fiscal year of this association.

Section 3. Presidential Assumption

The President-Elect shall automatically become President upon the end of the fiscal year of the association in which the office of President-Elect was assumed.

Section 4. Secretary and Treasurer

The Secretary and the Treasurer shall be appointed annually by the President-Elect with the approval of the Executive Council. Their names shall be presented at the last Executive Council meeting of the fiscal year preceding their term of office.

Section 5. Vacancy in Office

In the event of the resignation, death or incapacitation of the President, the President-Elect shall complete the term of the President as well as his/her own term. In the event of the resignation, death or incapacitation of any other officer, the Executive Council shall appoint a member of the association to fill the remainder of the term of office.

ARTICLE V: DUTIES OF OFFICERS

Section 1. President

The President shall preside at all meetings of the MVCA and the Executive Council. The President shall call all Executive Council meetings and any necessary special meetings. The President shall appoint all committees and the association newsletter editor, and shall supervise all activities of the association. The president shall also serve as an ex-officio member of all committees and shall be the custodian of all properties of the association except those housed at the Department of Archives and Special Collection Center at Wright State University.

Section 2. President-Elect

The President-elect shall perform the duties of the President in his/her absence and shall succeed the President for an unexpired term. The President-Elect shall become familiar with the work of the MVCA in preparation for the Presidency. The President-Elect shall appoint the Secretary and the Treasurer who will serve during his/her term as President. The President or President's designee, shall serve as the Representative to the OCA State Executive Council.

Section 3. Secretary

The Secretary shall keep a record of all official proceedings of the MVCA meetings and Executive Council meetings. Within a reasonable time following each meeting, the Secretary shall provide a copy of the minutes to all members of the Executive Council. The secretary shall be responsible for all correspondence of the association as directed by the President. The secretary shall also prepare and distribute annually an MVCA Executive Council Directory and shall ensure that a copy of the current Constitution of the MVCA is on file with OCA.

Section 4. Treasurer

The Treasurer shall be responsible for all funds of the association. The Treasurer shall receive all money belonging to the association, keep an accurate account of funds received and disbursed, present an oral financial report at each Executive council meeting, and prepare a written financial report at the end of the fiscal year. Only the Treasurer and President shall be able to write checks on the MVCA account. On the first day of the new fiscal year, the Past-Treasurer shall turn over check-writing privileges and all records to the new treasurer. The treasurer shall maintain an accurate roster of dues-paid members.

Section 5. Compensation

None of the officers or members of the Executive Council shall receive any compensation for their services as such to this association. The Executive Council may authorize payment of reasonable expenses incurred by any member while performing services for the MVCA.

ARTICLE VI: NOMINATIONS AND ELECTIONS

Section 1. Annual Election

The President-Elect of the MVCA shall be elected annually by ballot. Results shall be announced before the end of each fiscal year.

Section 2. Nominations and Elections Committee

The President of the MVCA shall appoint a Nominations and Elections Committee including the immediate Past-President who shall serve as Chairperson.

Section 3. Responsibilities

The Nominations and Elections Committee shall prepare a slate of candidates for the office of President-elect and shall establish elections procedures and count ballots. The election results shall be disseminated through the President.

ARTICLE VII: COMMITTEES

Section 1. Standing and Special

The committees of the MVCA shall consist of such standing and special committees as may be determined by the Executive Council.

Section 2. Appointment

The President of the MVCA shall appoint all committees with approval of the Executive Council. The President shall be an ex-officio member of each committee.

Section 3. Duration

Standing committees shall serve during the fiscal year. A special committee shall serve until, in the opinion of the Executive Council, the purpose has been accomplished.

Section 4. Report

All committees shall report annually to the Executive Council and/or as otherwise directed.

ARTICLE VIII: MEETINGS

Section 1. Frequency

At least one general meeting of the MVCA shall be held each fiscal year at such time and place as shall be specified by the Executive Council.

Section 2. Notice

A notice of meetings shall be sent to all members at least one week before the meeting indicating date, time, place, and program.

Section 3. Quorum

Five members shall constitute a quorum.

ARTICLE IX: NEWSLETTER

Section 1. Publication

The MVCA shall publish a newsletter three or four times each fiscal year. The MVCA Newsletter shall be sent to all members and any others directed by the Executive Council.

Section 2. Editor

The MVCA Newsletter Editor shall be responsible for collecting copy, editing, layout, printing, and mailing each edition of the MVCA Newsletter. The MVCA Newsletter Editor shall also serve on the Executive Council.

ARTICLE X: FISCAL YEAR

The fiscal year of the MVCA shall be from July 1 through June 30.

ARTICLE XI: AMENDMENTS

Section 1. Procedure

The MVCA, by a majority vote of members present at any meeting (provided that a quorum be present), may adopt such amendments to the constitution as are deemed necessary for the management of the association.

Section 2. Initiation

Amendments may be proposed by any member of the MVCA.

Section 3. Effective Date

The amendments, if passed, shall be added to the constitution and shall go into effect immediately.

ARTICLE XII: EFFECTIVE DATE

These revised by-laws shall take effect immediately, if passed by the majority of the members at the general membership meeting at which they are presented, providing that a quorum is present.