By Laws

Adopted: November 9, 2016
Revised: February 8, 2017

BY-LAWS
OF THE
VIRGINIA SCHOOL PLANT MANAGEMENT ASSOCIATION
VSPMA

 

ARTICLE I – NAME

This organization shall be known as the Virginia School Plant Management Association VSPMA, hereafter referred to as the Association.

ARTICLE II – OBJECTIVES

In the interest of enhancing and promoting the educational process, the purposes of this Association shall be to:

  1. Promote better management and maintenance through continued education of its members.
  2. Provide for the exchange of information to improve school plant management, maintenance, housekeeping, safety, security, energy management and environmental control.
  3. Develop a working relationship with school administrators, managers, non-instructional and instructional personnel, the Virginia Legislature and the Virginia Department of Education to foster the progress and improvement of educational programs through exemplary facilities and environment.
  4. Promote the professional advancement of school plant management, maintenance, housekeeping, safety, security, energy management and environmental control.

The Virginia School Plant Management Association adopts and pledges its support to the Mission of the National School Plant Management Association, which is:

  • Provide and direct the forum for stakeholders responsible for the educational environment.
  • Provide professional development.
  • Promote leadership to the profession through the exchange of data, information, ideas and ideals.
  • Promote research and establish a national system for the dissemination of it’s’ findings.
  • Lead policy-makers to improve the educational environment for all.

ARTICLE III – MEMBERSHIP

The Association shall have two classes of membership: Active and Associate.

  1. Active: Any person employed by a public or private educational organization, governmental agency, or “not for profit” entity engaged in school plant management is eligible for active membership. The individual’s job description includes authority for, approval of, supervision of, care of, maintenance of or correction of school plant management functions, buildings, grounds, control systems, operations and/or real property services. The broader responsibilities of school plant management embrace facility planning, maintenance, operations and custodial care of all real property. However, more abstract responsibilities include: property acquisition, capital budgeting, warehousing, inventory control, construction, energy conservation, utilities, physical school and grounds safety and security, environmental protection, statistical research, technology/telecommunication networks and backbone, site and athletic facilities care and/or governmental regulation compliance.
    Retirement from a position which qualified the person to active membership will have no bearing on the person maintaining active member status, unless the person has taken full-time (40 hour/week) employment with an organization that provides consulting or vendor services to school divisions.
  1. Associate: Associate membership may be extended to any person interested in the Mission and Objectives of the Organization, who has no direct role in school plant management activities and who is not affiliated with an organization that provides consulting or vendor services to school divisions. Associate members may attend meetings of the Association, but may not vote or hold office.

ARTICLE IV – DUES

Application for membership shall be made to the Association Secretary on the Association application form. Dues must be paid prior to the annual meeting of the Association in order to maintain an active membership in the Association.

  1. The annual dues of active and associate members shall be an amount as set by the Board of Directors.
  2. The annual dues for Sponsor membership shall be an amount set by the Board of Directors. The Board of Directors shall set additional fees for sponsors who desire to participate in training seminar programs, meeting exhibit space, program advertisement and other VSPMA support.

ARTICLE V – OFFICERS AND DIRECTORS

1.      Principal Officers:

The principal officers of the Association shall be the President, Vice-President/President-Elect, Past President, Secretary, and Treasurer.  The term of office shall be for a period of  two years. These positions make up the Executive Board, which may upon occasion be called to meet by the President for specific tasks, at the President’s discretion.

2.      Board of Directors:

The Board of Directors shall consist of four Principal Officers, one Representative elected from each of the eight Regions of the State, as indicated by attachment # 1, and two Representatives elected from the Membership at Large. In addition, in the event that there is no candidate available to serve as a Regional Representative to the Board, a representative will be elected from the Membership at Large.  In addition, there shall be two members representing the Sponsor members of the Association.  Any Virginia member who is actively serving as an elected officer or board member of the National School Plant Management Association is an ex-officio member of the VSPMA Board of Directors, unless the individual is a currently serving as a VSPMA principal officer or board of directors.

ARTICLE VI – ELECTION OF OFFICERS AND DIRECTORS

  1. Upon adoption of the chartering Bylaws, elections for the Officer positions: President, Vice President/President-Elect, Secretary, and Treasurer will take place by the charter members present, followed by the election of six At-Large Board members. These nine members shall be referred to as, the “Chartering Board”. The Chartering Board shall determine the number of regions appropriate for the Association. The “Chartering Board” shall be the “Board” referred to in these Bylaws during the initial start-up of the Association, until its first Annual Conference. Regional Board members may be appointed by the Chartering Board and elected at the first Annual Conference or they may be elected at the first Annual Conference per Paragraph 2 (The odd regions serving a one-year term and even regions serving a two-year term). The Chartering Board shall determine the election process implementation for officers and directors to be conducted during the first Annual Conference and conformance with Paragraph 2.
  2. Election of officers shall be conducted at the annual conference of the VSPMA, and officers shall serve until the next election. Nominations for officers will be made by a Nominating Committee appointed by the President with the immediate Past President serving as chairperson of the Committee. Members may nominate individuals prior to the Annual Meeting by notifying the immediate Past President of member names for consideration by the Nominating Committee. Members may nominate individuals for a specific office to compete with the Nominating Committee recommendation at the Annual Meeting by providing a letter of recommendation by the nominating member and a letter from the nominee indicating acceptance of the duties of the office indicated in the bylaws, should they be elected, to the Secretary during the scheduled registration times on the first day of the Annual Meeting.
  3. All Regional Representatives may succeed themselves for an additional term or a maximum of two consecutive elected terms. The term of office for President, and Vice-President/President-elect shall be two years after election to office. The offices of Secretary, Treasurer, and Sponsor Representatives may be re-elected indefinitely.
  4. Regional Representative nominations will take place during the regional membership meeting at the Annual Meeting in conjunction with the election schedule. Each nominee will indicate their acceptance of the duties for the position, as indicated in the bylaws, prior to the election voting. Regional Representative Board members shall be elected by their regional membership in attendance at the Annual Meeting.
  5. All new and repeat Board of Director members take office immediately upon close of the Annual Meeting. In the event of a vacancy or an inability to serve, the Board of Directors shall appoint a member to fill the unexpired term of any Board member, except for the office of the President. In the event the Presidency is vacated, the Vice-President/President-elect shall be offered the opportunity to move into the vacated position, with a new Vice-President being appointed by the Board of Directors.
  6. In the event the President, Vice-President/President-elect, Secretary, and Treasurer is incapacitated, dies, exhibits prolonged inactivity carrying out their designated responsibilities or changes job responsibilities which no longer complies with active member status and the Board has not received a notice from the member resigning their elected position, the Board of Directors by a 2/3 vote of the Board members, present and voting, with proper notice, at the next Board meeting, may declare the position vacant and proceed with filling the vacant position.

ARTICLE VII – DUTIES OF OFFICERS & DIRECTORS

1.      The President shall have general supervision of the affairs of the Association and shall:

A. With the assistance of the Board of Directors, approve the program for Association meetings.
B.  Preside at meetings of the Association and Board of Directors.
C.  Serve as ex-officio member of any committees, which are organized.
D.  Approve all expenses incurred by the Association, per approved budget.
E.  Coordinate with the Secretary, the production of the Association’s Newsletter.

2.      The Vice-President/President-elect shall:

A.  Attend all Meetings
B.  Assume all duties of the President, in case of absence or resignation of the President.
C.  Serve as Chairperson of the Program Committee.
D.  Serve as Chairperson of the Bylaws Committee, when revisions are determined necessary by the Board.
E.  Serve as the Membership Chairperson.
F.  Promote membership in the Association.
G.  Assist the President or President-elect as requested.
H.  Serve as chairperson of the Life Membership Nomination Committee.

4.      The Past President shall:

A.  Attend all meetings of the Board of Directors at no expense for mileage or lodging to the Association.
B.  Serve as chairperson of the Nominating Committee.
C.  Encourage and promote participation and membership in the Association with all educational entities.
D.  Assist in the planning process of the Annual Association Meeting.
E.  Prepare at least (1) one article for the Association’s Newsletter relevant to the objectives of the VSPMA.
F.  Be knowledgeable of VSPMA bylaws and objectives of the VSPMA.
G.  Serve on committees as requested by the President.
H.  Make effort to be involved and attend the National School Plant Management Association’s (NSPMA) annual meeting.

5.      The Secretary (Ex officio) shall:

A.  Attend all meetings of the Board of Directors at no expense for mileage or lodging to the Association.
B.  Keep a record (minutes) of Board of Director’s meetings and Association general membership meetings.
C.  Arrange for member registration services at general membership meetings.
D.  Provide a copy of all general membership meetings to each Association member within 30 days of the meeting.
E.  Perform other related clerical services as requested by the President.
F.  Be responsible for the preparation of the Association’s Newsletter. .

6.        The Treasurer shall:

A. Attend all meetings of the Board of Directors at no expense for mileage or lodging to the Association.
B. Keep an accurate record of all money received and paid out and perform other duties that may be necessary for the conduct of this office in keeping with good business practices.
C.  Be prepared to present a financial statement at all Board meetings and general membership   meetings.
D.  Prepare a proposed annual budget to be approved by the Board of Directors
E.  Establish a checking account, with three authorized signatories, in a licensed bank and in the name of  the Association subject to the approval of the Board of Directors.
G.  File all required forms and paperwork with state or federal agencies required to be in compliance with law while operating as a professional organization.

7.      The Representatives to the Board shall:

A.  Attend all meetings of the Board of Directors at no expense for mileage or lodging to the Association.
B.  Encourage and promote participation and membership in the Association with all educational entities.
C.  Communicate with regional members to deliver issues, needs, concerns, improvements and ideas to the Board of Directors.
D.  Assist in the planning process of the Annual Association Meeting.
E.  Maintain current list of persons involved in operations, building and grounds, maintenance and custodial services throughout their region (members & non-members).
F.  Contact all individuals (either members or non-members) at least twice per year (either by phone or letter) to inform of regional meetings, VSPMA objectives and concerns, and upcoming Annual Association Meeting.
G.  Be knowledgeable of VSPMA bylaws and objectives of the VSPMA.
H.  Provide a list of vendors and business contacts (names, addresses and phone numbers) that do business in director’s school district to Sponsor Representative as potential members, no later than the January Board meeting.
I.  Serve on committees as requested by the President.
J.  Make effort to be involved and attend National School Plant Management Association’s annual meeting.
K.  Conduct and chair Regional Meeting at Annual Association Meeting to include (when required) election of the new Regional Director. Process shall be as follows:

  1. Distribute written duties of the office.
  2. Seek nominees, who understand, agree and accept the duties.
  3. Elect by ballot or by hand vote.
  4. Present the newly elected Regional Director contact information to the Secretary..

7. The Sponsor Representatives on the Association Board of Directors shall:

A.  Be appointed by the Association Board of Directors upon the selection and recommendation of the Sponsor members. The Sponsor Representative shall serve a two (2) year term with one (1) representative being appointed each year at the Annual Meeting.
B.  Be the point contact to handle all communication by Sponsors with the Association Board.
C.  Attend all Board meetings of the Board of Directors to represent Sponsors at no expense for mileage or lodging to the Association.
D.  Be responsible to coordinate all product displays, Sponsor participation, and Sponsor-oriented materials for general membership meetings of the Association.
E.  Encourage and promote vendor participation and support for the Annual Association Meeting.
F.  Solicit sponsorship for advertising and financial support of the Newsletter, Conference advertisement and program printing.
G.  Assist in planning process of the Annual Association Meeting.
H.  Coordinate vendor setup and booth assignment at the Annual meeting.
I.  Solicit and secure door prizes and conduct drawing and prize program at Annual Meeting.
J.  Solicit an evaluation from the vendor participants and convey those issues, needs, concern, improvements and ideas to the Board of Directors.
K.  Serve on committees as requested by the President.
L.  Plan and coordinate a recreational activity for membership participation at the Annual Meeting.

 

ARTICLES VIII – COMMITTEES

  1. The Board of Directors shall be a permanent committee and act in the name of the Association in all matters pertaining to the Association.
  2. Special committees of the Association, such as, nominating, program, vendor exhibit, and others as deemed necessary, shall be recommended by the President to the Board of Directors. The Immediate Past President shall serve as chairperson of the Nominating Committee. The Board shall approve all committees and all appointments of committee chairpersons and committee memberships.
  3. Members of all committees shall enter upon their duties immediately upon their appointments.
  4. The Vendor Exhibit Committee chaired by the Vice-President/President Elect with the Vendor Sponsor Representatives and, others deemed necessary by the President, shall be responsible for:
    a:  Solicitation of vendors for conference exhibit space.
    b:  Coordinate the registration and setup of exhibit spaces.
    c:  Work with Treasurer in coordination of finances and program.
    d:  Evaluation of process by Vendors at Annual Meeting’s conclusion.

 

ARTICLE IX – MEETINGS

  1. Meetings of the general membership of the Association shall be held at a time and place to be named by the President with approval of the Board of Directors.
  2. The Board of Directors shall meet a minimum of each quarter and at other times, as deemed necessary by the President.
  3. Executive Committee meetings may be called by President, at his discretion for specific purposes.

ARTICLE X – DISBURSEMENT OF FUNDS

  1. Disbursement of VSPMA funds shall be authorized by the President in accordance with the Board approved annual budget or specific disbursements approved by the Board of Directors with an exception being disbursements outside the approved budget of up to $1,000.00 may be approved by the President and President-elect with the consensus of the Treasurer, subject to review by the Board of Directors at the next Board meeting. Such disbursements may include unforeseen needs or costs, Conference planning expenses, travel, regional meeting expenses and per diem expenses for the Board of Directors.
  2. Prior approval of conference expenses shall be made by the Board of Directors.
    The President, subject to review by the Board of Directors, is solely responsible for the checking account and any other account using VSPMA moneys.
  1. The President shall appoint a committee of three to five members of the Association to audit the financial records of the Association each year and/or may retain the a CPA or other certified agency for reconciliation and tax purposes. The report of the Committee shall be made at the annual general meeting of the Association.

 

ARTICLE XI – AMENDMENTS, RULES, QUORUM

  1. Amendments or revisions to the bylaws shall be proposed in writing to the Vice-President/President-elect at least 30 days prior to an Association meeting. The Vice-President/President-elect shall present proposed amendments or revisions to the Board of Directors for their consideration prior to the Association meeting. Changes approved by the Board of Directors shall be presented to the general membership for their consideration at the general assembly. Acceptance of amendments or revisions shall be determined by a two-thirds majority of the active members present. Changes go into effect immediately upon adoption.
  2. The rules contained in Robert’s Rules of Order, Revised (Current Edition) shall govern the Association.
  3. A majority of the active members present at general membership meetings shall constitute a quorum for transaction of business.

 

ARTICLE XII – POLICY

  1. The Association shall operate as non-profit organization with the officers of the organization receiving no salary or remuneration except expenses as required in the conduct of Association business.
  2. The financial records of the Association shall be audited by a committee appointed by the President each year. The records of the Association shall always be open to the membership.
  3. No member of the Association or any officer shall have as an individual any interest in or title to the assets of the Association, and such assets shall be devoted exclusively to the purpose of the Association.

 

ARTICLE XIII – BUSINESS, INDUSTRY & VENDOR PARTICIPATION

  1. Business, industry and/or vendor Sponsor memberships in the Association are available by application from the Association Secretary and payment of an annual membership fee. Fees are due prior to the annual Association meeting.
  2. Sponsor rights and privileges:
    a:  Sponsors may attend Association general membership and regional meetings.
    b:  Sponsors will be included in all regular mailings of the Association.
    c:  Sponsors will be allowed to participate in presentations and display products, etc, at general membership meetings under the rules and guidelines established by the Association Board of Directors.
    d:  Sponsors will not have voting rights.

 

ARTICLE XIV – DISSOLUTION

Upon the dissolution of the Association or the winding up of its affairs, the assets of the Association shall be distributed exclusively for charitable or educational purposes or to organizations which are then exempt from federal tax laws and to which contributions are then deductible under Section 170 © (2) of such Code or corresponding provisions of any subsequent federal tax laws.  Organizations having purposes similar to those of the Association shall be preferred.

 

ATTACHMENT # 1

The following counties, inclusive of county and independent school districts, make up the eight regions of the State.

Region I

Charles City County Public Schools

Chesterfield County Public Schools

Colonial Heights City Public Schools

Dinwiddie County Public Schools

Goochland County Public Schools

Hanover County Public Schools

Henrico County Public Schools

Hopewell City Public Schools

New Kent County Public Schools

Petersburg City Public Schools

Powhatan County Public Schools

Prince George County Public Schools

Richmond City Public Schools

Surry County Public Schools

Sussex County Public Schools

Region II

Accomack County Public Schools

Chesapeake City Public Schools

Franklin City Public Schools

Hampton City Public Schools

Isle of Wight County Public Schools

Newport News City Public Schools

Norfolk City Public Schools

Northampton County Public Schools

Poquoson City Public Schools

Portsmouth City Public Schools

Southampton County Public Schools

Suffolk City Public Schools

Virginia Beach City Public Schools

Williamsburg-James City County Public Schools

York County Public Schools

Region III

Caroline County Public Schools

Colonial Beach Pubic Schools

Essex County Public Schools

Fredericksburg City Public Schools

Gloucester County Public Schools

King George County Public Schools

King William County Public Schools

King and Queen County Public Schools

Lancaster County Public Schools

Mathews County Public Schools

Middlesex County Public Schools

Northumberland County Public Schools

Richmond County Public Schools

Spotsylvania County Public Schools

Stafford County Public Schools

West Point Public Schools

Westmoreland County Public Schools

Region IV

Alexandria City Public Schools

Arlington County Public Schools

Clarke County Public Schools

Culpeper County Public Schools

Fairfax City Public Schools

Fairfax County Public Schools

Falls Church City Public Schools

Fauquier County Public Schools

Frederick county Public Schools

Loudoun county Public Schools

Madison County Public Schools

Manassas City Public Schools

Manassas Park City Public Schools

Orange County Public Schools

Page County Public Schools

Prince William County Public Schools

Rappahannock County Public Schools

Shenandoah County Public Schools

Warren County Public Schools

Winchester City Public Schools

Region V

Albemarle County Public Schools

Amherst County Public Schools

Augusta County Public Schools

Bath County Public Schools

Bedford City Public Schools

Bedford County Public Schools

Buena Vista City Public Schools

Campbell County Public Schools

Charlottesville City Public Schools

Fluvanna County Public Schools

Greene County Public Schools

Harrisonburg City Public Schools

Highland County Public Schools

Lexington City Public Schools

Louisa County Public Schools

Lynchburg City Public Schools

Nelson County Public Schools

Rockbridge County Public Schools

Rockingham County Public Schools

Staunton City Public Schools

Waynesboro City Public Schools

Region VI

Alleghany County Public Schools

Botetourt County Public Schools

Covington City Public Schools

Craig County Public Schools

Danville City Public Schools

Floyd County Public Schools

Franklin County Public Schools

Henry County Public Schools

Martinsville City Public Schools

Montgomery County Public Schools

Patrick County Public Schools

Pittsylvania County Public Schools

Roanoke City Public Schools

Roanoke County Pubic Schools

Salem City Public Schools

Region VII

Bland County Public Schools

Bristol City Public Schools

Buchanan County Public Schools

Carroll County Public Schools

Dickenson County Public Schools

Galax City Public Schools

Giles County Public Schools

Grayson County Public Schools

Lee County Public Schools

Norton City Public Schools

Pulaski County Public Schools

Radford City Public Schools

Russell County Public Schools

Scott County Public Schools

Smyth County Public Schools

Tazewell County Public Schools

Washington County Public Schools

Wise County Public Schools

Wythe County Public Schools

Region VIII

Amelia County Public Schools

Appomattox County Public Schools

Brunswick county Public Schools

Buckingham County Public Schools

Charlotte County Public Schools

Cumberland County Public Schools

Greensville County Public Schools

Halifax County Public Schools

Lunenburg County Public Schools

Mecklenburg County Public Schools

Nottoway County Schools

Prince Edward County Public Schools