By-laws

 

North Florida Council, BSA

Venturing Officer’s Association

By-Laws

 

Article I

Affiliation

The name of the organization shall be the North Florida Council (NFC) Venturing Officer’s Association, abbreviated as the “VOA”. The VOA shall be under the guidance and oversight of the North Florida Council’s volunteer Venturing chair with guidance and oversight, as needed, of the NFC vice president for program and the NFC Scout executive or his/her designee. The VOA is a non-policy making subcommittee of the North Florida Council Venturing Committee.

 

Article II

Mission and Purpose

 

Section I: Mission

The Mission of the VOA is to provide unique and dynamic opportunities through strong interactions between youth, adult leaders, and organizations in their communities that provide challenging experiences that develop leadership skills, provide service, participate in high adventure programs, foster personal fitness and help young people mature, preparing them to become responsible citizens. 

 Section II: Purpose

The North Florida Council VOA shall organize the planning and implementation of Venturing program events and training at the Council level and offer support for the planning and implementation of Venturing program events and training at the District and Unit levels.

The VOA is intended to help develop Venturing in the Council and help strengthen its Crews by:

     ·         Provide a communication forum in the Council

·         Model effective Crew operations

·         Providing a learning resource for Venturing

·         Promote Venturing activities which support advancement

·         Assist and support Venturing training events

·         Provide Venturing event opportunities

·         Promote and participate in High Adventure Programs

·         Support the overall North Florida Council program and training efforts

·         Support the units of North Florida Council in their recruitment efforts

 Section III: Review and Revision

 The Purpose and Mission Statements of the VOA are to be reviewed and revised annually, as necessary, following the election and training of the new officers. Outgoing and incoming officers should participate in this review.

 

Article III

Parliamentary Authority

To the extent to which they are applicable and not in conflict with these bylaws, the rules contained in the current edition of Robert’s Rules of Order, Newly Revised shall govern meetings of the Association and all subsidiary bodies.

Article IV

Organization

The VOA shall consist of elected VOA Officers, appointed NFC Adult Venturing Chairmen, one Crew designated youth member from each chartered council crew, and appointed Activity Chairs/Advisors. The VOA cabinet shall be composed of the President, the Vice-President of Administration, the Vice-President of Program, the Vice-President of Training, the Secretary, the Treasurer, and the Historian. In addition to the cabinet, the past president may serve as an ex-officio member and Presidential mentor upon the invitation from the newly elected president. Each crew has one designated representative, who has one vote, and who must be primarily registered in the crew. A youth and adult Parliamentarian shall be appointed by the NFC Venturing Staff Advisor, or the next ranking Council representative, upon his request to assist in maintaining order within the VOA Meetings by interpreting VOA By-laws and Robert’s Rule of Order.  

 Article V

Officers and Elections

 Section I: Officers

President

         ·         Shall serve as the spokesperson and representative of the Venturing Officer’s Association and all Venturers within the Council. 

·         Shall preside over all VOA Officers’ and General Assembly Meetings.

·         Expected to attend at least eighty-five percent (85%) of all VOA related activities.

·         Serve as the youth spokesperson at the Council Venturing Committee meetings.

·         Meet regularly with the Adult Venturing Chairman to set the agenda and coordinate activities.

·         Appoint youth chairs for special projects, special committees, and events with the approval of the Adult Venturing Chairman.

·         In the event of a vacant VOA Officer position due to resignation or removal, the President, with the approval of the Adult Venturing Chairman may fill by appointment the vacant position(s).

·         Must have completed the Venturing Leadership Skills Course (VLSC).

·         Present the annual report to the council at the conclusion of the term of office.

·         Participate in the Council VOA program planning conference.

·         Help with the promotion of the Venturing program.

·         Has no vote expect in a case of a tie.

·         Assists with the VOA website updates.

 

Vice-President of Administration 

         ·         Is responsible for providing support to all Crew representatives.

·         Expected to attend at least eighty-five percent (85%) of all VOA related activities.

·         Shall perform the duties of Council Venturing President should he/she be temporarily unable to perform them.

·         Shall immediately assume the office of Council Venturing President, should that office become vacant, until further election procedures are enacted. (Election procedures are as stated in     Article V, Section II)

·         Participate in the Council VOA Program planning conference.

·         Help with the promotion of the Venturing Program.

·         Serves as Administrative Officer in the VOA.

·         Must be VLSC trained.

·         Maintains the VOA website and its updates.

·         Has one vote.

 

Vice-President of Program

         ·         Expected to attend at least eighty-five percent (85%) of all VOA activities.

·         Responsible for the oversight and implementation of programs at the council level.

·         Is responsible for the support of programs at the district and unit level.

·         Participate in the Council VOA Program planning conference.

·         Determine the interest of the Council VOA members on an ongoing basis using interest surveys, suggesting types of activities, program resources, and an annual activity plan.

·         Must be VLSC trained.

·         Help with the promotion of the Venturing program.

·         Assists with VOA website updates.

·         Has one vote.

             

Vice-President of Training

         ·         Expected to attend at least eighty-five percent (85%) of all VOA related activities.

·         Organize and recognize the achievements of VOA members.

·         Assemble training staff for events on council level.

·         Support training events at the district and unit level.

·         Participates in the Council VOA Program planning conference.

·         Help with the promotion of the Venturing program.

·         Must be VLSC trained.

·         Assists with VOA website updates.

·         Has one vote.

 Secretary

         ·         Expected to attend at least eighty-five percent (85%) of all VOA related activities.

·         Serves as the communication officer, managing all communications and publicity for the VOA.

·         Shall record the minutes of the VOA Cabinet meetings and VOA General Assembly meetings.

·         Work with Committees to promote Venturing events and submit regular articles promoting the activities of the Association to be published on the Venturing websites, local media, Scouting websites and newsletters.

·         Help with the promotion of the Venturing Program.

·         Maintains membership and attendance records.

·         Maintains correspondence.

·         Must be VLSC trained.

·         Assists with VOA website updates.

·         Has one vote.

 Treasurer

·         Expected to attend at least eighty-five percent (85%) of all VOA related activities.

·         Shall be responsible for the record keeping of fees, disbursements and reimbursements incurred with Venturing Programs at the council level with the assistance of the Council Venturing Chairman.

·         Help with the promotion of the Venturing Program.

·         Responsible for registration at VOA events.

·         Collaborates with activity chairs and the Vice President of Program to develop and maintain budgets for VOA events within the activity budget building process and policies of the North Florida Council, BSA.

·         Manages all incoming and outgoing funds.

·         Must be VLSC trained.

·         Has one vote.

 Historian

         ·         Expected to attend at least eighty-five percent (85%) of all VOA related activities.

·         Record VOA activities through photography or video.

·         Must maintain an information board for use anywhere that Venturing can be promoted.

·         Help with the promotion of the Venturing Program.

·         Assists with VOA website updates.

·         Must be VLSC trained.

·         Has one vote.

 

Section II: Elections

Elections shall be held by the VOA at the fall General Assembly meeting of each year. For all positions there will be a nomination, self or otherwise nominated. Each candidate must submit a completed VOA Officer’s Nomination Form at least 24 hours prior to the election. This form must be signed by an active registered adult (i.e. Crew Advisor, Co-Advisor, or Committee member) from the nominee’s primarily registered unit.

 

Election Rules:

·         Elected positions are President, Vice-President of Administration, Vice-President of Program, Vice-President of Training, Secretary, Treasurer, and Historian.

·         The term of office shall be for one year starting November 1st   following the VOA elections and New Officer’s Training Seminar.

·         Candidate of office must be in good standing in the Venturing program and meet any pre-requisites for that office.

·         An opportunity shall be given for the nominated candidate to give an election speech before the vote is held.

·         Anyone nominated cannot turn 21 years of age during the term of office.

·         Elections are to be held by pre-printed paper ballots.

·         To be elected candidate must win by simple majority vote.

v      The VOA President will cast a ballot that will only be tallied in the event there is a tied balloting.

 

Election Process:

·         The VOA President shall preside over the voting process.

·         A copy of the current VOA By-laws and Robert’s Rule of Order must be present for review, if needed, at the VOA Elections.  

·         The VOA Secretary will record and publish voting results in the meeting minutes for each position being voted on, how many votes each nominee received and the declaration of the winning nominee and the number of votes received.

·         All adult leaders present are to remain silent during the election procedures.

·         Adults are non-voting members.      

·         The election process shall be read to the general assembly prior to the election commencement.

·         The outgoing VOA Officers shall read the responsibilities of their position before the election of said position.

·         The VOA Cabinet will designate two youth Tellers to distribute and collect the ballots from the crews.

·         The Tellers will tally the vote verbally in front of the VOA assembly that voted under the supervision of the North Florida Council Venturing Staff Advisor and Venturing Chairman.


Article VI

Meetings

Section I: Meetings Explanation

There are three types of meetings held by the VOA.

·         Officer’s Meetings

·         General Assembly Meetings

·         Special Committee Meetings

 

The VOA President may dismiss any disruptive youth from any VOA meeting with the approval of the Officers and the adult Venturing Chairman.  The Adult Venturing Chair and/or Council Staff Advisor will be responsible to monitor and manage adult participation.  

 

Section II: Officer’s Meetings

 

VOA Officer’s meetings shall occur bimonthly or as needed with the time and place being set by the VOA Officers. Communication of meetings will be done two weeks prior by email, letter, or telephone calls. Meetings are conducted by the VOA President. The VOA Officer’s Meeting shall consist of the VOA Cabinet, the Adult Venturing Advisor and his/her appointed Associate Advisor(s), NFC Council Venturing Staff Advisor, and approved guest(s).  

The VOA President may invite any guest(s), youth or adult, to any of the Officer’s Meetings with the approval of the Adult Venturing Chairman, with prior notice to the Officers.

VOA Officers may invite any guest(s), youth or adult, to any VOA Officer’s Meetings with the approval of the VOA President and Adult Venturing Chairman.

Section III: General Assembly Meetings

VOA General Assembly meetings shall occur quarterly at a regular time and place to be set by the VOA Cabinet. Communication of meetings will be done two weeks prior by email, letter, or telephone calls. Meetings are conducted by the VOA President in an orderly, business-like manner. All chartered Venture Crews should send a youth representative to the VOA General Assembly meetings where they hold one vote per crew. VOA Cabinet elections will be held at the fall quarterly meeting of the Assembly for the following year.

At every meeting the Secretary shall have an attendance report that will contain the following information prior to the start of the meeting; Unit #, Name, Youth/Adult, Email, Telephone number, Voting member or the designated unit. All interested parties are welcome to attend any General Assembly Meeting, however, only the VOA Officers and designated Crew representatives will have a vote.   

Section IV: Special Committee Meetings   

Special Committees, such as by-law and event committees are appointed by the activity chair (the VOA President appoints the activity chair with the approval of the Adult Venturing Chairman). The activity chairman shall perform his duties assigned to him by the VOA President. The appointed Committee Chair of each committee will coordinate these meetings.

The first person named on a committee is Chairman (in his/her absence the next named member on the list becomes the activity chairman, and so on). When a committee chair can no longer fulfill his/her duties, the members of that committee shall vote to fill the position with an existing member of that committee. Committees shall not consist solely of VOA Officers.


Article VII

Eligibility

Section I: Cabinet Eligibility

Any currently registered youth member in a Crew is eligible to be nominated to be an officer of the VOA. If the youth ceases to be a registered youth member in a Crew, they are no longer eligible to serve as a representative of the Cabinet. All VOA nominees shall have completed VLSC training to be nominated to serve in these positions. Units may not submit more than three nominees for candidacy.

Section II: General Assembly Eligibility

Any currently registered youth member in a Crew is eligible to be selected by his or her primary Crew as the representative at the VOA General Assembly quarterly meetings. If the youth ceases to be a registered youth member in a Crew, they are no longer eligible to serve as a Crew representative from that Crew to the Association. A youth may only represent the crew he or she is primarily registered with. This representative has one vote at General Assembly meetings.

The duration and method of the selection of Crew representatives is left to the discretion of the Crew, subject to the eligibility provisions above. The Crew representative may be, but are not required to be, an officer of the Crew.

Section III: Definition of a crew for VOA purposes

·         A Crew for the purposes of the VOA is defined as a duly chartered Crew of the North Florida Council, BSA.

 Article VIII

Amendments

 Section I: By-law Revision and Amendment Procedures

      ·         Proposed amendments to these by-laws must be presented to the VOA Officers and Venturing Chairman for review in accordance with BSA Guidelines, the North Florida Council BSA Chief Executive or his designee, and Robert’s Rules of Order, 60 days prior to the VOA General Assembly Meeting. 

·         Proposed amendments to these by-laws must be distributed to all voting Crews in the Council at least 30 days prior to the beginning of the VOA meeting at which they will be considered.

·         The proposed amendments that are presented to the VOA General Assembly shall be voted upon by a secret ballot, which will be counted by the VOA Secretary that will be supervised by the Adult Venturing Chairman.

·         By-laws changes require two-thirds (2/3) vote to pass, and take effect immediately upon passage (unless otherwise stated in the amendment).

·         All by-law change votes will be recorded in the Minutes by the VOA Secretary as to how many for and against, and the final determination provided by the vote.  

·         Any by-law change proposal votes will be conducted as the last order of business at any VOA General Assembly meeting just prior to closing the meeting.

·         All Venturing adults present are to remain silent during the voting procedures.

 

Article IX

Standing Rules

·         Election speeches will be no longer than five minutes.

·         The Secretary’s attendance sheet will record the following information: Unit #, Name, Youth/Adult member, Email, Telephone number, voting member of each unit’s designation.

·         Each crew has one vote by proxy of their youth representative.

·         Each VOA Officer has one vote, except for the President. In case of a tie vote the President shall get one vote. 

·         All adults are to remain silent during elections, and are non-voting members.      

·         Decisions are made by simple majority vote with the exception of amending these by-laws which require a two-thirds (2/3) vote.

·         All decisions, actions, and activities are at the discretion and subject to review and final decision of the North Florida Council Chief Executive or his appointed delegate.