By Laws

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By-Laws
Of
Virginia Hunter Education Association, Inc

Article 1

SECTION 1. Principal Office: The principal office of the Association in the state of Virginia shall initially be located at Holiday Lake 4-H Center Appomattox, Va. The Association may have other offices as the Board of Directors may determine or as the affairs of the Association may require from time to time.

SECTION 2. Registered Office: The Association shall have and continuously maintain in the State of Virginia a registered office, and a registered agent whose office is identical with such registered office, as required by the Virginia Non-Profit Corporation Act. The registered office may be, but need not be, identical with the principal office in the State of Virginia, and the address of the registered office may be changed from time to time by the Board of Directors.

SECTION 3. Purposes: The purposes for which the Association is organized are to form an association of persons interested in promoting Hunter Education by providing a medium for the exchange of views and experiences; to foster cooperation between the Virginia Department of Game and Inland Fisheries, Hunter Education Instructors, and the Hunter Education Association; to constantly strive to enhance Hunter Education Programs and instructors; to cultivate the characteristics of honesty, self-discipline, self-reliance, mutual consideration, essentials of good sportsmanship, and good citizenship; to promote programs to prevent hunting accidents and hunting-related accidents; to uphold the image of hunting both as a legitimate tool of wildlife management and a recreational sport throughout Virginia and beyond; and to affect the presentation and dissemination of the purpose and goals.

To do and engage in any and all other lawful activities that may be incidental or reasonably necessary to any of the foregoing purposes, and to have and exercise all other powers and authority now and hereafter conferred upon charitable, and educational corporations under laws of the Commonwealth of Virginia consistent with these articles and the by-laws of the Association.

Provided that in all events and under all circumstances the following provisions shall apply:

(A) This Association shall not have or exercise any power or authority either expressly, by interpretation, or by operation of law, nor shall it directly or indirectly engage in any activity, which would prevent this Association, described in section 501 (c) (3) of the United States Internal Revenue Code of 1954, contributions to which are deductible for income tax purposes; and

(B) Neither the whole, nor any part or portion, of the assets or net earnings of this Association shall be used, nor the Association ever be organized or operated for purposes which are not exclusively charitable, or educational within the meaning of said Section 501 (c) (3) of the Internal Revenue Code, but the powers and purposes of this Association, shall at all times be so construed and limited as to enable this Association to qualify as a corporation organized and existing under the provisions of the Virginia Revised Statues and amended from time to time.

ARTICLE II

MEMBERSHIP

SECTION 1. Member (Voting) ----- membership in the Association shall be limited to members who are Volunteer Hunter Education Instructors recognized by the State of Virginia and who are in good standing with the Department of Game and Inland Fisheries and the Association.

SECTION 2. Associate member (non-voting) ----- any person or organization who supports the Virginia Hunter Education Association (VHEA) and any full time employee of the Virginia Department of Game and Inland Fisheries who in their job description participates in the Hunters Education Program may become an associate member.

SECTION 3. Charter membership ----- The first 125 persons joining the Virginia Hunter Educational Association shall be known as charter members.

ARTICLE III

OFFICERS

SECTION 1. Officers-----The officers of the Association shall be a President, Vice-President, Secretary and Treasurer, and such other officers as may be elected in accordance with the provisions of this Article.

SECTION 2. Election and Term of Office -----The Officers of the Association shall be nominated by mail or at the annual meeting of the Association and shall be voted upon and approved at the annual meeting by a majority vote of the members present at the meeting. New offices shall be filled at any annual meeting of the Association. Each officer shall hold office for two years and until his or her successor shall have been duly elected and shall be qualified. Each officer’s term shall begin January 1st following the election. President and Secretary shall be elected in even years. Vice President and Treasurer shall be elected in odd years.

SECTION 3. Removal ----- Any officer elected or appointed by the Board of Directors, may be removed by the Board of Directors whenever in its judgment the best interests of the Association could be served thereby.

SECTION 4. Vacancies -----A vacancy in any office because of death, resignation, removal, disqualification, or otherwise, may be filled by the Board of Directors for the unexpired portion of the term by appointment.

President: The President shall preside at all Board of Directors and membership meetings but the President shall not be on the Board but shall have Board voting power in the case of a tie vote and shall perform the day-to-day operation of the Association and the usual corporate duties. The President or his designee shall represent the Association at the International Hunter Education Conference with the said officer’s reasonable expenses being paid by the Association. The President of his designee shall on return at the next membership meeting, give a report of the conference to the General Membership. Trip expenses shall be documented by receipt and kept in the care of the Treasurer.

Vice-President: The Vice-President shall assist the President and shall report directly to the President in the performance of day-to-day duties. The Vice-President shall assume the duties of the President in the President’s absence, illness, removal or incapacity.

Secretary: The Secretary shall attend and record an accurate account of all Association business. This officer shall make notes of all Board meetings and membership meetings in written form and communicate all Association business to the membership. This officer shall keep all records of membership and shall send notices of dues as needed. This officer shall issue all memberships cards and other items the Association may have in its possession.

Treasurer: The Treasurer shall be responsible for all accounts maintained by the Association and shall give up to date reports as required by the Board of Directors and at the annual meeting. If requested, this officer shall be provided a bond with the premium to be paid by the Association. This officer shall execute all Association checks and still have all other usual power associated with the office.

Executive Board: The Board of Directors may create an Executive Board who shall consist of the President, Vice-President, Secretary and the Treasurer who shall manage the day-to-day business of the Association when requested by the President. Any Executive Board meeting must have three members for a quorum. Special Executive meetings may be held as needed. The Executive Board shall be allowed to spend up to $500 per project without membership approval.

Board of Directors: The Board of Directors will consist of five members, one from each region and shall meet at least annually during and in conjunction with the annual meeting of the Association. The Board of Directors shall have the power to transact all business necessary for efficient management of the Association.

Region Directors: The Region Directors shall be elected from the membership. The Regions shall coincide with the Virginia Department of Game and Inland Fisheries Law Enforcement boundaries as modified from time-to-time and Region Directors shall live within the district represented. Region Directors shall be nominated and elected from the membership within respective districts. If there are no nominations from a given Region, that directorship shall be filled by the Board of Directors who may appoint any member of the Association from said region. Region Directors shall serve a two-year term. They may be re-elected. Even numbered Region Directors shall be elected on the even numbered years and off numbered Region Directors shall be elected on odd numbered years. All offices shall be filled at the Associations annual meeting. He/She shall serve as the elected VHEA representative within the district and statewide or beyond as appropriate.
EXAMPLES OF DUTIES: Attends all VHEA statewide meetings and events (3 typically). Presents written and oral reports of progress, events attended and needs at all board meetings. Notifies the President when unable to attend board meetings and provides a written report to be delivered by a co-director or another representative. Presides over a minimum of 2 district VHEA meetings per year. Serves as a role model to other instructors. Works with VHEA committees. Represents VHEA at meetings of other conservation related organizations (i.e.; IHEA, NRA, NWTF, RMEF, QU, DU, local sport clubs, etc…) Notifies the President when unable to continue service so a replacement may be appointed.
MINIMUM REQUIREMENTS: Maintains a current Virginia Hunter Education Instructor rating. Keeps current as a VHEA member.

Regional Committee: A Regional Committee shall consist of three members. The Regional Director and two other committee members elected by members of the Association residing in the region represented. The Regional Coordinator shall serve as an ex-officio member of the Regional Committee to provide guidance as to the needs of the region. It shall be the duty of the Regional Committee to carry out any responsibilities assigned to it by the Board of Directors.

Representatives from the Virginia Department of Game and Inland Fisheries, the National Hunter Education Association, the National Rifle Association, the International Bowhunter Education Program, or other organizations or agencies supportive of this Association, may sit as ex-officio members of any board as advisors. Ex-officio members shall not have voting powers.

All members and officers of the Association shall remain members in good standing, neither convicted of any Virginia Game Law violation, nor any felony.

When an officer of the Association is no longer eligible for membership, declines to serve, or vacates said office, the office held by said officer shall be declared vacant and the Board of Directors, upon majority vote, shall remove them from office. The Board of Directors shall appoint any voting member to fill said vacancy for the remainder of the officer’s term.

Any officer of the Association may also be removed by a 51% vote of the membership at a valid membership meeting.

ARTICLE IV

MEMBERSHIP

A. A donor shall not have a membership dues requirement, but may consist of any person, group, or organization. Donors shall neither have a vote nor be eligible to hold office. Donors will be allowed to donate any item or items, money, land or valuables at any time.

B. Honorary memberships may be granted to an individual organization, business, or corporation by the Board of Directors. Honorary members may have the right to attend activities of the Association, but shall neither have voting powers nor be allowed to hold office.

SECTION 1. Any voting member who is convicted of any Virginia Game Law

violation shall lose membership for one year. Said member shall not be eligible to

hold office for five years from the time of the conviction.

SECTION 2. No person convicted of a felony can be a member of this

Association unless pardoned by the President of the United States of American or an

appropriate State Governor. If convicted of a felony, a member’s dues shall not be

refunded, and said membership shall be terminated.

DUES

A. Members shall be active instructors, having taught or assisted in at least one Hunter Education course within the last calendar year. Members shall have one vote each and be eligible to hold any office. Regular dues shall

be determined by the Board of Directors, from time to time, based on current expenses necessary for the operation of the Association and being approved by the general membership at the annual meeting.

B. Life membership dues shall be determined by the Board of Directors, from time to time, based on current expenses necessary to the operation of the Association and being approved by the general membership at the annual meeting.

C. Associates membership dues shall be determined by the Board of Directors, from time to time, based on the current expenses necessary to the operation of the Associated and being approved by the general membership at the annual meeting. Associated members shall neither have a vote nor be eligible to hold any office of the Association.

ARTICLE V

SECTION 1. The annual meeting shall coincide with the last Hunter Education

Advanced Training Sessions (time, date and location to be determined and announced

by the President). In the event that the annual meeting can not coincide with the last

Hunter Education Advanced Training Session, the annual meeting time, date and

location shall be determined by the Board of Directors.

SECTION 2. Informational meetings will be held at other Hunter Education

Advanced Training Sessions.

SECTION 3. Special meetings shall be held as needed by the Executive Board,

Board of Directors, members or a particular district with the Director or an Executive

Board officer present.

SECTION 4. All meetings of the Association, annual and special of the

Executive Board, Board of Directors, District Meetings and General Membership

shall be conducted in accordance with the most recent revised edition of Robert’s

Rules of Order unless otherwise dictated herein.

SECTION 5. The President may call for a vote by mail of the Executive Board,

Board of Directors, or membership to resolve matters, which cannot be delayed.

Petitions may be circulated by any member.

SECTION 6. A fifty-one percent vote of the membership shall constitute the

highest authority of the Association, and said vote may be in the form of a mailed

vote, or in person.

ARTICLE VI

SECTION 1. The Association shall at all times work within the budget and may

not borrow money without membership approval.

SECTION 2. Any item bought for the Association, or with Association money,

shall be accompanied by a real receipt for said item and amount. No other type of

receipt shall be accepted.

SECTION 3. All expenses shall be approved by the Executive Board in advance.

No other payments shall be made, with the exception of Presidential or Secretarial

expenses to run the day-to-day business of the Association.

SECTION 4. The Association budget shall be presented at the annual meeting.

ARTICLE VII

RELATIVE TO ARTICLES OF INCORPORATION

SECTION 1. Relative to the Article of Incorporation, the Virginia Hunter Education shall neither contribute to nor endorse any political party or candidate.

SECTION 2. Should this Association dissolve, the assets shall revert to the Virginia Hunter Education Program.

SECTION 3. The Association shall be incorpated.

SECTION 4. The Association shall be non-profit.

ARTICLE VIII

SECTION 1. The Executive Board shall be authorized to employ such firms or persons and to make such expenditures as are required to permit the orderly conduct of Association business. No financial obligations shall be incurred by the Executive Board in excess of the reasonably anticipated revenues without express consent of the voting members of the corporation.

SECTION 2. With the approval of the Executive Board, the Association may accept such assistance in personnel, services, data, materials, and funds as may be available from any appropriate source or sources.

ARTICLE IX

INSTRUCTORS CREED

SECTION 1. All members of the Association shall adhere to the following Instructor’s Creed:

As an instructor, I will do my best to instill in students the need to become safe, responsible, knowledgeable, and involved re-creators and citizens in an attempt to promote responsible attitudes toward others, wildlife,