IVETA Constitution and bylaws endorsed by IVETA members Annual Business Meeting 22 August 2016
Issue 1.2 - Adopted December 2008
Issue 1.3 – Adopted May 2013
Issue 1.4 – Adopted August 2016
1. Programs and member benefits
The IVETA Executive Committee will determine publications, programs and other member benefits as required and will agree on operating policies and procedures to govern such initiatives.
2. Executive Committee and Executive Secretariat
2.1 The Association Officers (Executive Committee) are elected for two years, serve without pay (except for the Executive Secretariat who shall receive an honorarium), and include a President; a President Elect; an Immediate Past President, Vice Presidents for a number of regions, an Executive Director, a General Secretary, a Journal Editor, and an Executive Secretariat. The Officers shall form an Executive Committee and except for the Executive Secretariat and the Journal Editor which are non-elected positions, have voting rights during meetings. A Vice President can run for only two consecutive terms and a President for one term. Executive Committee members must have been members of IVETA for one year to be eligible for nomination for office, except for the President-elect who must have previously held an Association office.
2.2 Roles of Executive Committee Members
2.2.1 President: The President shall lead IVETA in accordance with the Constitution and the stated purposes of the Association. The President shall preside at all meetings of the Association and of the Executive Committee and shall be responsible for the functioning of all committees. Should the President be absent or fail to perform the stated duties, the President Elect will then assume this responsibility.
2.2.2 President Elect: The President Elect shall provide the benefit of his/her experience to the President as suitable and shall serve in lieu of the President as necessary. In the event the President Elect cannot assume the responsibilities, the Executive Committee shall appoint a Chair Pro-tem who will act until either the President or President Elect may again assume such responsibilities or until the next election of officers.
2.2.3 Immediate Past President: The Immediate Past President will provide general advice and counsel to the Executive Committee, and provide such assistance as requested by the President, based on past experience and IVETA policies. The immediate Past President shall serve as chair of the nominating committee.
2.2.4 Vice Presidents: Each regional Vice President shall represent and promote the Association in his/her respective geographic region and shall take have the ability to identify a liaison contact person (s) in each country in the region in order to help fulfill his/her duties. Each Vice President shall be responsible for initiating and maintaining professional contacts within and between regions, promoting the purposes of the Association, and reporting on significant developments within the region. Regional Vice-Presidents will communicate and coordinate efforts on an intra-regional basis. The North American Vice President shall be the liaison with the Association of Career and Technical Education (ACTE) and responsible for planning or designating someone to plan and/or assist with an annual IVETA conference in the United States, if held. The North American Vice President may identify other organizations in their region with whom to partner in order to conduct conferences and meetings.
2.2.5 Executive Director: Supports the President Elect to review and update the Constitution and by-laws to ensure they are aligned and current and to review other IVETA policies, programs, agreements and contracts to ensure they are meeting objectives. Makes recommendations to the President and Executive Committee for any changes. Supports the President Elect to oversee micro funds including overseeing assessment of applications, ensuring guidelines are fit-for-purpose and that reports on outcomes are provided and publicised on the IVETA website. The Executive Committee may determine qualification and experience requirements for the Executive Director.
2.2.6 General Secretary: In consultation with the President and the Executive Secretariat, the General Secretary shall develop and distribute meeting agendas, keep accurate records of the Executive Committee and General meetings and deal with non-routine Secretarial issues for the Executive Committee (e.g. special surveys, updating of Official Rules and Regulations based on actions of the Executive Committee and ensuring they are updated on the Intranet).
2.2.7 Journal Editor: The Journal Editor is responsible for the design and publication of the IVETA Journal in line with the objectives of the Journal, for review and approval of IVETA’s publication guidelines to be endorsed by the Executive Committee, for nomination of journal reviewers to the Executive Committee for approval, and for managing and responding to communications about the journal.
2.2.8 Executive Secretariat: When determined by the Executive Committee also holds the role of Treasurer. Provides leadership in advising and interpreting IVETA operating policies for the General Membership, advises the IVETA Executive Committee on the need for development and revision of operating policies, and provides administrative support to the IVETA Executive Committee and general membership in implementation of operating policies and procedures adopted by the Executive Committee. The Executive Secretariat is an individual agreed by the Executive Committee on a biannual basis. The incumbent is paid an honorarium that is reviewed on an annual basis, is provided with travel expenses to allow him/her to attend selected IVETA events, and is reimbursed for all direct costs of implementing his/her duties. The Executive Secretariat is not an elected voting member of the Executive Committee. The Executive Committee may determine qualification and experience requirements for the Executive Secretariat. Within the above framework, the duties of the Executive Secretariat are as follows:
2.2.8 a) Executive Committee Advice and communication with the Membership and General Public
2.2.8 b) Membership Administration
2.2.8 c) Business Meetings and Conferences: provides support to the Executive Committee in organizing and implementing business meetings and conferences.
2.2.8 d) Financial Activities: provides membership and other income information to the Executive Committee (or the Treasurer if the role is separate) on an ongoing basis and approves expense invoices for payment.
2.2.8 e) IVETA Products and Services: provides support for operation of IVETA website, publications, micro fund and awards.
2.2.8 f) Provides administrative support for the nomination of officers for elections and filling of casual vacancies. Supports the Past President and Nominating Committee, coordinates procedures for nomination of officers and provides advice to ensure eligibility requirements are met.
2.2.8 g) Archives: maintains archives of IVETA policies, procedures, products, correspondence, and financial records (in cooperation with the Treasurer if this role is separate).
2.2.9 Treasurer: The Treasurer is an individual agreed by the Executive Committee on a biannual basis and may be a role separate to or included within the role of the Executive Secretariat. The Treasurer is reimbursed for all direct costs of implementing his/her duties. The Treasurer is not an elected voting member of the Executive Committee. The Executive Committee may determine qualification and experience requirements for the Treasurer. Within the above framework, the duties of the Treasurer are as follows:
2.2.9 a) The Treasurer shall be responsible for receiving and accounting for the Association's funds. The Treasurer will report on the financial status of the Association at Executive Committee and General Meetings, and will provide quarterly financial reports to the Executive Committee and a final report within 45 days after the end of the Fiscal Year (December 31) and provide other reports when asked by the President. The Treasurer has signature authority on financial transactions, along with the President or his/her designee.
2.2.9 b) The Treasurer is responsible for assuring that processes are maintained with respect to IVETA’s organizational and tax-exempt status, including, but not limited to, engaging a CPA (Certified Public Accountant) to complete tax and other required filings. The Treasurer reports to the Executive Committee, and the Executive Committee can conduct an independent outside financial review, appoint an Internal Audit Committee or implement other processes it deems necessary.
3. Nominations and elections
3.1 Nominating Committee: In an election year, the President may appoint a committee to nominate a slate of candidates for Association officers for the subsequent term of office. The Nominating Committee shall select candidates for each elected office, check eligibility and confirm their interest, and prepare the election ballot. The immediate Past President serves as the chair of this committee. Association members may submit names of nominees to the Nominating Committee.
3.2 Procedures for Nomination of Officers
3.2.1 Elections are held every second year.
3.3 Procedures for Election of Officers
4. Meeting Procedures
4.1 Robert's Rules of Order shall apply in all General Membership and Executive Committee meetings
4.2 Minutes of annual business meetings, any other business meetings, and Executive Committee meetings are to be taken by the General Secretary and submitted to the President for review before dissemination. Draft minutes of annual business meetings and other business meetings held are to be placed on the website.
4.3 Meetings: the annual business meeting and meetings of the Executive Committee are to be held at locations and times agreed upon by the Executive Committee.
5. Amendment of bylaws
5.1 The bylaws of this association may be amended by a two-thirds majority vote of members in attendance at the annual meeting with notice of such amendments to be provided in accordance with article 13 of the Constitution.
6. Organizational Structure
6.1 Constitution: The initial formal Constitution forming IVETA was agreed to in Los Angeles in November 1984. The latest amended version of the Constitution was agreed to on 22 August 2016 and is posted on the IVETA website.
6.2 Legal Status: IVETA is incorporated as a non-profit organization in the United States of America. The State of incorporation will be where the Executive Secretariat resides as the Executive Secretariat is responsible for maintaining tax status, filings and is the agent of record with the relevant State Department.