Section 1. Annual Meeting.
The Annual Meeting of the Conference shall be held during the Annual Meeting of the VSB. At the meeting, annual reports of all officers and committees shall be delivered and officers shall be elected.
Section 2. Special Meetings.
Special meetings of the Conference may be called by the Chair, by a majority of the Executive Committee, or by the written request of any 10 Conference Representatives. Local and specialty bar associations shall have at least 20 days written notice of the time, place and object of a Special Meeting.
Section 3. Quorum.
At all meetings Conference Representatives from one third of the local and specialty bar associations, or 20 Conference Representatives, whichever is fewer, shall constitute a quorum for the transaction of business. The latest edition of Robert's Rules of Order shall govern the proceedings.
Section 4. Order of Business.
At the Annual Meeting the order of business shall be as follows:
1. Report of the Chair
2. Report of the Chair elect
3. Report of the Immediate Past Chair
4. Report of the Secretary
5. Report of the Treasurer
6. Reports of the Committees
7. Old Business
8. New Business
9. Election of Officers
Section 5. Educational Program.
The Conference will also sponsor an annual educational program which will focus on the education and training of local and specialty bar leaders. The Executive Committee shall consider geographic diversity in choosing locations. The Conference will request from the VSB MCLE Board that all attendees receive Virginia MCLE credit for the actual hours spent in educational sessions which meet the criteria for approval established by the MCLE Board.
Section 1. Chair.
The Chair shall preside at all meetings of the Conference and meetings of the Executive Committee. The Chair shall perform all duties ordinarily incident to the office, and pursuant to Part 6, Section IV, Paragraph 5 of the Rules of the Supreme Court of Virginia, shall serve as an ex officio member of the Virginia State Bar Council.
Section 2. Chair elect.
The Chair elect shall act as Chair in the absence of the Chair and shall perform such other duties as may be assigned by the Chair.Section 3. Immediate Past Chair.The Immediate Past Chair shall be a voting ex officio member of the Executive Committee and shall perform such duties as may be assigned by the Chair or the Executive Committee.
Section 4. Secretary.
The Secretary shall keep minutes of meetings, send out notices, shall be custodian of correspondence files, and shall perform such other duties as may be assigned by the Chair or the Executive Committee. The Secretary may be assisted in performing these duties by the VSB's Director of Local and Specialty Bar Relations.
Section 5. Treasurer.
The Treasurer shall annually submit a budget request approved by the Conference's Executive Committee to the VSB, shall report at the Annual Meeting of the Conference on budgetary matters, and shall perform such other duties as may be assigned by the Chair or the Executive Committee. The Treasurer may be assisted in performing these duties by the VSB's Director of Local and Specialty Bar Relations.
Nominations and Elections
Section 1. Nominations.
The Chair, Chair-elect, and Immediate Past Chair shall assemble not less than one month before the next Annual Meeting of the Conference to constitute the Nominating Committee. This committee will select candidates for the offices of Chair-elect, Secretary and Treasurer, and up to nine at-large representatives on the Executive Committee, and will report those names to the Secretary. The Secretary will circulate the nominating committee report to all Conference Representatives at least 20 days before the Annual Meeting. Additional nominations may be made from the floor by any Conference Representative during the Annual Meeting.
Section 2. Elections.
The Chair elect, Secretary, Treasurer and at large representatives on the Executive Committee shall be elected at the Annual Meeting by a majority of the Conference Representatives present at the meeting.
Appropriations and Expenses
The fiscal year of the Conference shall be the same as that of the VSB.
Funds for the Conference shall come from contributions from the VSB and from any other appropriate source. The Conference, through its Treasurer, must submit a budget request for the following fiscal year to the VSB by March 1. That budget may be as detailed as necessary but must include at least line items for travel, lodging, printing, mailings and each separate Conference project. All bills incurred by the Conference shall be approved by the Chair or by the designated representative of the Chair prior to being forwarded to the fiscal officer of the VSB for payment.
The Chair shall file an impact statement form with the VSB Director of Local and Specialty Bar Relations before undertaking any new project requiring VSB staff support or other resources.
No salary or compensation shall be paid to any officer or member of the Conference for their services, except for such necessary travel or other expenses as are allowed by the VSB from Conference funds.
Any liability incurred by a Conference officer or committee in excess of the appropriation authorized in the annual budget shall be the personal liability of the person or persons responsible for incurring or authorizing the expenditure.
Amendments to Bylaws
Bylaws may be adopted, amended or rescinded by a majority vote of the Conference Representatives present and voting at a Conference Meeting provided that written notice of such proposed action shall have been given in writing to all local and specialty bar associations 20 days in advance of the meeting at which time the vote is to be taken.
last updated 10/17/06