GVTAA Constitution and By-Laws

Last Updated: November 2011

Mission Statement

The Georgia Veterinary Technician and Assistant Association is dedicated to all aspects of quality veterinary care. The mission of the GVTAA is to foster high professional standards and provide support for technicians and assistants. The primary goals are to facilitate continuing education (CE) opportunities specifically aimed toward the needs of veterinary paraprofessionals and provide a means to fulfill the required CE hours to maintain certification in the state of Georgia. The GVTAA will serve as a forum for the presentation and exchange of information, provide education for the general public about our profession and qualifications, and work toward educating veterinarians in the beneficial aspects of paraprofessional utilization. We are the voice of veterinary technicians and assistants as we promote the veterinary profession and develop leaders for the future.

Constitution and Bylaws of the Georgia Veterinary Technician and Assistant Association

Article I

Executive Board Defined and Offices

The Executive Board is defined as the President, President Elect, Vice President, Membership Secretary, Treasurer, Information Coordinator, Newsletter Editor, Webmaster, and NAVTA Representative and Conference Coordinator(s). The principle office of the association will be located in Athens, Georgia, and the Executive Board may change the address of the office from time to time.

Article II

Members

  1. Classes of Members
    The GVTAA will have three classes of members. The designation of such classes and the qualifications and rights of the members of such classes are as follows:

    • Active Membership (Fee $40) Active Members in the Association shall be veterinary technicians currently credentialed through a state licensing board and veterinary assistants currently working under the direct supervision of a veterinarian. Active Members in good standing are eligible to hold an elected office and shall l have voting privileges and be entitled to one vote.

    • Student Membership (Fee $20) Student Members of the Association shall be those persons who are enrolled in an AVMA accredited Veterinary Technology Program (proof of enrollment must be provided). Students shall not be eligible to hold office or serve as officers of the Association, but shall be eligible to serve on committees.

    • Associate Membership (Fee $30) This includes veterinarians or anyone working within the veterinary profession interested in supporting and promoting the Association. Associate members shall be eligible to serve on committees but shall not be eligible to vote or serve as officers of the Association.

    • Practice/Hospital Membership (Fee $50) Open to hospital, specialty practices, emergency clinics or other institutions within the veterinary profession interested in supporting the goals of GVTAA. Practice members may not vote or hold an elected office. Membership includes reduced rates on employment advertising and a monthly GVTAA newsletter. One Registered Veterinary Technician employed by the practice/hospital can be appointed to receive an annual GVTAA membership for that year.

  2. Application

    An application is required for all classes of membership submitted to the Executive Directors and shall include the following:

    • Name and address of Applicant

    • Funds in cash, check, or money order, payable in US currency for the current year’s dues.

    • The home phone number, home address and email address of the Applicant.

    • The name, phone number, fax number and address of the Applicant’s place of employment.

    • Such information as the Executive Board may require.

  3. Annual Dues
    Annual dues for each class of membership shall be established by the Executive Board and approved by the general membership. Membership fees are $40. Membership begins January 1 and ends December 31.

Article III

Meetings

  1. General Meetings
    Meetings are to be held at least annually at the Spring Conference (biannually at the Fall Conference if needed). These meetings will include continuing education and allow for business to be conducted.

  2. Annual Business Meeting

    The Annual meeting of the Association shall be held during the spring conference each year. Officers will be elected by the Active Members at the Annual Meetings each year. The President Elect, Treasurer, Membership Secretary, and Webmaster will be elected during even numbered years. The Vice President, Information Coordinator and NAVTA Representative shall be elected during odd numbered years and the President Elect shall take the position as President. Officers elect will begin immediately in July of the same year.

  3. Executive Board Meetings

    Executive Board Meetings shall be held quarterly. The President shall notify the board members one month prior to the meeting. The Executive Board Meeting will be open to committee members.

  4. Committee Meetings

    All Committee Meetings shall be called by the discretion of the committee leaders, who shall be appointed by the President. All interested members are encouraged to attend committee meetings.

  5. Special Meetings

    Special Meetings may be called by the President or upon the request of 10% of the membership. A notice of such a special meeting and its agenda shall be made to all members by email or first class mail no less than 10 days prior to the scheduled day of the special meeting. No other business other than the specified agenda for which the meeting was called may be transacted at a special meeting.

  6. Parliamentary Procedures

    The meetings of the association shall be conducted in accordance with Robert’s Rules of Order, a copy of which will be available at all meetings.

  7. Quorum Members

    Quorum Members will be given an option to vote via ballots on the website and in the newsletter. Because these are available to all members, the voting held at the following meeting will be considered complete.

Article IV

Fiscal Year, Reports, Financial Review, and Disbursement of Funds

  1. Fiscal Year
    The fiscal year of the association shall commence on January 1st and terminate on January 1st of the following year.

  2. Reports
    The Treasurer shall present at the Fall Conference a report verified by the President and Vice President or by a majority of the present members of the Executive Board. The report shall indicate the following: any personal property owned by the Association, where the property is located and the cost and nature of the property acquired during the year immediately preceding the date of the report; the total amount of applied, appropriated or expended funds during the year immediately preceding such date and purpose, objects, or persons to or for which such applications, appropriations or expenditures have been made. The President shall present a list of names and places of residence of the members who have been admitted to membership in the Association during the year immediately preceding the date of the report. These reports shall be filed with the records of the Association and an abstract thereof entered in the minutes of the proceedings of the Annual Meeting.

  3. Financial Review
    Within ninety (90) days after the close of the fiscal year of the Association the Executive Board shall conduct a financial review or initiate an audit of the books of the Treasurer of the Association.

  4. Disbursement of Funds
    The President and Treasurer shall be signers on the checking account of the Association, which shall require one signature to validate.

Article V

Executive Board

  1. Titles
    The Executive Board of this Association shall be President, Vice President, Membership Secretary, Treasurer, Newsletter Editor, President Elect, and Vice President Elect, Webmaster, NAVTA Representative, Conference Coordinators(s) and Information Coordinator. Each officer shall serve a two year term and no person may hold more than one office unless appointed by the President.

  2. Duties

    • President
      Spokesperson for GVTAA, initial contact for all outside organizations, assist in coordination of meetings, final approval of all documents and statements from GVTAA, proofread all newsletters before sending, assist with GVTAA social and business functions, manage and/or assist with special events such as yearly conference.

    • Vice President
      Stand in for President in their absence, executive board representative for committee chairs, organize and moderate occasional meetings, responsible for CE at meetings, assist in public relation and communications with outside organizations and veterinary technician programs.

    • Membership Secretary
      Maintain record of minutes during all meetings, maintain an updated list of new members and potential members, maintain a central email account for the Association, which includes and up to date address book of current members, potential members, and veterinary hospitals in Georgia, email the monthly new GVTAA members when sending out newsletter, contact any current members via other means that do not have current email address, send a reminder to RSVP 3-4 days prior to the meeting to all members and potential members.

    • Treasurer
      The Treasurer shall have custody of all the money of the Association and shall account for and receive and disburse same. The Treasurer shall report during each quarterly Executive Board Meeting and itemized account of all receipts and disbursements and submit all books and receipts annually for audit at least two (2) weeks prior to the Annual Meeting, maintain database of membership dues, and supervise all financial matters of the Association and shall serve as a member of any appointed Finance Committee.

    • Information Coordinator
      Respond to any email inquires about the organization, maintain a copy of the mission statement and current bylaws, make any changes to the bylaws after all officers and/or members have approved changes, assist in creating any documents necessary to conduct GVTAA business, liaison between GVMA, State Board of Veterinary Medicine, Veterinary Technology college programs in the state with the assistance of the NAVTA Representative and Vice President as necessary, maintains communication and information concerning legislature and other business pertaining to veterinary technicians and assistants, assist the Membership Secretary as needed, and maintain a database of veterinary technicians licensed in the state of Georgia.

    • Editor
      Maintain the GVTAA newsletter, receive information for ads, quote prices for ads via email and submit/forward any ads received to the editor for placement into the monthly newsletter, assist with any creative needs for the organization.

    • NAVTA State Representative
      Representative acts as a communication liaison between NAVTA and GVTAA to help keep the members up to date on the goals and efforts o NAVTA; must have an active NAVTA membership.

    • Webmaster
      Maintains and updates the GVTAA webpage and assists with editor in creative needs.

  3. Elections
    All officers shall be elected every other year in an odd year by the Active Members at the Annual Meeting in June. All officers shall immediately succeed to the officers of the President, Vice President, Membership Secretary, Treasurer and Editor in July of the same year. The Executive Board of the Association shall supervise the election during the Annual Meeting and establish means for obtaining declaration of candidacy for office, the counting of ballots and shall promptly advise all members of the results of each election. Upon election President Elect will work directly with the President on all aspects of the office and presidential responsibilities, allowing for full transfer of duties within allotted time frame. Upon election Vice President Elect will work directly with the Vice President on all aspects of the office and vice presidential responsibilities, allowing for full transfer of duties within allotted time frame.

  4. Eligibility
    Only Active Members in good standing and meeting the specified criteria may be nominated or declare his/her intent to run for an elected office. Any Active Member who intends to run for office shall declare his/her intention to do so no later than the closing date for declarations as scheduled by the Executive Board. Declarations shall not be accepted after the closing sate scheduled by the Executive Board.

  5. Vacancies
    A vacancy in any office, except that of the President may be filled by appointment by the Executive Board for the balance of the unexpired term.

  6. Resignations
    Any elected officer who wishes to resign a position must notify the Executive Board in writing of intent and the date which the resignation will be effective. The President shall inform the Association of the resignation. If, in the opinion of the Executive Board, and officer seems unable to perform his/her duties, the officer in question shall be notified in writing by the President and the officer shall be invited to reign or offer a rebuttal. If the office in question is the Presidency the Vice President shall notify the President in writing with the same provision. A rebuttal will result in a special meeting of the membership to resolve the issue. Due process will be complied with. Response to such action should be limited to no more than four weeks. If no response is received with four weeks, the officer in question shall have forfeited all rights to rebuttal and resignation shall be assumed to be the decision of the officer.

Article VI

Quorum, Delegation of Powers and Compensation

  1. Quorum
    The presence of five (5) members of the Executive Board shall constitute quorum for the transaction of business.

  2. Delegation of Powers
    The Executive Board may delegate to the members of this association such of its duties and powers as it sees fit and as permitted by statute. In the absence of any officer except the President, or for any other good and sufficient reason, the Executive Board may delegate the duties and powers of said officer to another officer of the Association for such a period as it may designate. All other duties and powers of officers shall be such as the Executive Board shall, from time to time determine.

  3. Compensation

    Compensation for active participation, planning and organization to be as follows: Members participating in the planning, organization, set up, and operation of a seminar or continuing educational forum shall be compensated with free admittance to the same activity or one other GVTAA sponsored activity within one year. Annual dues of Executive Board Members, being Active Members when nominated and voted into office, are waived during the years in which he or she is in office. Executive Board members and members serving as committee leaders (provided they serve an entire fiscal year) will earn complimentary admittance to any activities.

    Article VII

    Chapters

    A Chapter may be created in any town or area of the state where three or more members organize and submit a petition with a budget proposal and plan of activities for the next fiscal year. The Chapter will be identified by the area name. It will have a Chairperson, a finance director and an activities director. An accounting for all funds and CE credits will be required following activities or at the Annual Meeting of the Association.

Article VIII

Committees

  1. Authorization
    The Executive Board shall have such standing committees as specified as follows (if needed): Public Relations, Continuing Education, and any ad hoc committees as may be specified from time to time by the President of the Association. The President shall have the authority to replace committee leaders at any time.

  2. Name and Purpose of Committees

    1. Public Relations Committee
      Initiates methods to promote membership in the Association, promotes cooperative professional relationship with eth general public and other professional organizations, which include: GVMA, AVMA and NAVTA.

    2. Continuing Education Committee

      Seeks suggestions for topics, arranges or authorizes speakers or educators, sponsors, subjects, dates, place and time of all educational meetings, seminars and special programs.

Article IX

Amendments

Written proposals for amendments of these bylaws must be submitted to the Executive Board which may make recommendations to the Active Members regarding the proposed amendment. All proposed amendments shall be presented to all members. These bylaws may be amended in an annual, special, or general meeting by a two-thirds vote by the members present or by email ballot. A minimum notice of one month is required for all amendments. The proposed amendment and notice of time and place of the meeting must be emailed or mailed by the President of the Association at least one month prior to the meeting.

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