Standing Rules

Virginia State Association of Parliamentarians

National Association of Parliamentarians

 

1.   A five-year advance schedule on a rotating basis shall designate areas for location of the annual state convention, subject to the approval of the Executive Committee, with current location automatically placed at the bottom of the schedule at the conclusion of each convention.  (Roanoke, Northern Virginia, Charlottesville, Hampton Roads, Richmond.)

 

2.   The annual interest obtained on Association funds in bank deposits, certificates of deposit, and other financial instruments shall be used to pay a portion of the cost of Association delegates that attend the biennial NAP convention.

 

3.   The budget shall include a line item designated as the Convention Fund.  A sum of four hundred dollars ($400.00) shall be advanced annually from the Association to the Convention Arrangements Chairman to cover incidental costs of the annual convention of the Association.  Checks for convention registration and meals shall be made payable to and deposited in an Association Convention Fund Account.  Any excess income realized from a convention shall be returned to the Association to be deposited in an account which shall accumulate and be allowed to accrue interest.  Any amount over $1,000.00 shall go into the General Fund.  At no time would monies from the Convention Fund be used for any other purposes.  When convention expenses exceed the advanced amount ($400.00) additional monies may be requested, in writing, from this fund by the host unit, subject to the approval of the Executive Committee.  The Convention Arrangements Chairman shall be responsible to the Treasurer of the Association at all times for all funds.

 

4.   By July 1 of each year, each unit shall furnish a list of officers and members, with appropriate membership designation, full addresses, and telephone numbers, as well as dates of the unit meetings, to NAP Headquarters, and to elected and appointed Association officers.  Changes in officers and membership shall be reported as they occur, to those stated above.

 

5.   The Treasurer shall purchase a State Association President’s pin for the incoming President.

 

6.   Student members of units of this Association may receive The Virginia Gaveletter upon payment of a $2.00 fee made payable to the Virginia State Association and sent to the Editor.

 

7.   Units wishing to recommend a member as a candidate for VSAP office shall send five (5) copies of the letter of endorsement with pertinent information to the Chairman of the Nominating Committee by November 1 in the even-numbered year of an administration.  A member wishing to make a recommendation shall follow the same procedure.  A notice will be included in the Fall issue of The Virginia Gaveletter reminding units and members to send letters of endorsement by November 1 to the Chairman of the Nominating Committee.

 

8. Separate tables shall be provided at the Annual Association Convention for the sale of: (1) parliamentary materials from NAP, (2) goods offered by the Ways and Means Committee, and (3) parliamentary materials offered by the Virginia Alpha Unit of Registered Parliamentarians. Association members seeking to sell other goods or materials at Convention shall apply to the President, who may grant such requests if received not less than 60 days prior to the Convention and if appropriate space is available without additional expense to the Association.

 

9.   Guests at the Annual Convention who wish to attend only meal functions shall register but shall not be required to pay the registration fee.