ARTICLE I. NAME
The name of the organization is Virginia Area Relocation Council, hereafter known as VARC.
ARTICLE II. PURPOSE
The VARC is a non-profit organization with a primary mission of providing a local forum to share information and ideas regarding employee relocation policies and practices for the Greater Richmond marketplace. Through regular meetings and informal contacts, member companies benchmark trends in the relocation industry, disseminate best practices and general information regarding corporate relocation, and help members develop and enhance relocation programs.
ARTICLE III. MEMBERSHIP
Section 1: Categories of memberships:
There will be two categories of membership in the organization: Corporate membership and Service membership. Membership categories as follows:
Section 2: Eligibility
- Corporate membership in the organization shall be open to local and regional corporations and subsidiaries that regularly engaged in the relocation of employees and/or who have a non-commercial interest in relocation and are interested in increasing their knowledge and education in relocation related programs and issues. Corporate Members may have an unlimited number of individuals as members.
- Service membership in the organization shall be open to local, regional and national organizations whose primary business activity is at least 50% relocation-related in any of the following fields, including but not limited to
- Real estate brokerage with established relocation department
- Residential real estate appraising
- Corporate housing for relocating employees
- Residential home building
- Residential mortgage lending
- Closing agents
- Shipment of household goods
- Organizations that consult with corporations on relocation policy development and/or administration; site and/or facility analysis for purposes of office and plant locations; and executive employment/recruiting agencies.
- Organizations providing any type of relocation service directly to relocating employees and/or their employers.
Service Member organizations are limited to two (2) individuals as members.
Section 3: Admission to Membership
Applications for membership shall be made in writing to the Membership Chairperson/Committee and reviewed and presented to BoD (BoD) for approval. When a corporation makes application for membership, it will be necessary to provide the names and address of individuals to be Member Representatives who are to receive communications.
Section 4: Termination
The resignation of any member shall be in writing and become effective upon, submission to the BoD. Any dues paid to date beyond such resignation period will not be refundable.
Membership may be revoked by vote of the BoD when a member becomes ninety (90) days delinquent in any financial obligation, engages in activities detrimental to the Virginia Area Relocation Council, or is otherwise ineligible. President – Membership, will notify member in writing.
ARTICLE IV. FINANCES
Section 1: The Fiscal Year
The fiscal year of the Virginia Area Relocation Council shall begin January 1 and end on December 31 of the same year.
Section 2: Dues
Annual membership dues are payable in January of each year. New members prior to July 1 shall pay full annual dues or one-half of dues after July 1.
The dues are intended to cover the cost of administration, meetings, and other miscellaneous operating expenses of the VARC. The BoD sets the amount of dues. Board Members will pay annual dues according to their membership category. Corporate members annual dues is $0.00. Service Provider annual dues are $300.00 per member Dues are subject to change by a majority vote of the BoD.
The BoD reserves the right to charge a meeting fee to cover cost of speakers, refreshments and other miscellaneous costs.
Section 3: Guest Fees
Guests may be allowed if accompanied by a member of the VARC. The guest fee is $75.00 for each meeting guest
ARTICLE V. ORGANIZATION
The government of the Organization shall be known as the Board of Directors (BoD) and shall be authorized to handle all policy matters of the Organization. The BoD shall conduct the business of the Organization during intervals between its meetings, make arrangements for meetings of the Organization, and pass upon all applications for membership. A majority the BoD constitutes a quorum to transact business.
The BoD will consist of the offices of:
- Vice President
And the following Chair positions
- Marketing & Communications
- Corporate Benchmarking & Ad-Hoc
The Executive Officers will consist of President, Vice President, Secretary, Treasurer and Chairperson of the Board. The BoD has the responsibility of overall management of the Council and shall be composed of service providers and corporate members. Executive officers and board members have voting privileges.
The Board shall serve three years or until their successors are elected. Any office that becomes vacant before the Annual Meeting shall be filled by a majority vote of the BoD (refer to ARTICLE VI. ELECTIONS, Section 1) If a Board member is unable to perform their duties as assessed by the majority of the Board, the Board has the right to vote for their termination.
Chairperson of the Board: The immediate past President shall automatically serve as Chairperson. The Chairperson will have full voting rights, but primarily serves as an advisor/counselor to the President and the Board. The Chairperson of the Board shall also be responsible for the Elections Nominating Committee, which will consist of two other Board members.
The President shall be the Chief Executive of the Organization; preside at all meetings of the Organization and of the BoD; shall be an ex-officio member of each committee; shall sign for the Organization or delegate such responsibility as needed, all contracts or other formal instruments; shall render an annual report to the BoD and/ or to the general membership upon request and shall perform such other duties as are required of the President.
Vice President – if in the case of an incomplete term of President, fulfill duties till end of term. Care and maintenance of by-laws and any other duties assigned by the President. Act in all capacities of President if the sitting President is unable to attend periodic meetings, conferences or other related events.
The Secretary shall keep a true and correct record of all proceedings of the organization and of the BoD. The Secretary shall notify the members of all meetings, attend to all correspondence, and perform the other duties usually pertaining to that office and as requested by the Board. This may include, but not be limited to, coordinating the production of meeting sponsorship signage/slide presentations, printing and assembly of attendee name badges and meeting programs, and staffing the attendee check-in table at each conference. The Secretary shall also support the Membership Chairperson with the collection of annual membership dues and meeting fees and with the maintenance of member data in Constant Contact.
The Treasurer shall receive all monies of the Organization and shall keep them on deposit in a bank or banks approved by the BoD. The Treasurer shall make all disbursements and have sole responsibility for the signing of all checks Only current Organization operating expense disbursements may be made without the prior approval of the BoD. The Treasurer shall keep a record of all receipts and disbursements and shall render reports showing the financial condition of the organization at the Annual Meeting to the BoD and a written report if requested by the general membership. The Treasurer will prepare a budget each year and present same to the BoD for approval.
Membership Chairperson – solicits new members, reviews membership applications, oversees the collection of annual membership dues and meeting fees. Maintains up-to-date membership contact information in the database of record.
Philanthropy Chairperson (Scholarship Awards and Charity) – solicits schools for scholarship application submissions in targeted areas as agreed to by the Board. Communicates with designated schools and receives scholarship applications. Organizes an applicant review committee responsible for reviewing applications and proposing recipients. Introduces recipients and presents awards at each spring meeting. Identifies and proposes annual charitable organizations as potential recipients for the Organization’s annual charitable contribution.
Sponsorship Chairperson – Solicits sponsors for Spring and Fall\Winter meetings. Develops a communications schedule and format. Tracks sponsorship frequency and payment of sponsorships. Collects logo and photos from sponsors. Works with the Secretary to develop sponsor slide presentation and other promotional content.
Planning Chairperson – Responsible for sourcing meeting and pre-meeting social event locations. Solicits, review and coordinates signatures for service contract. Arranges for food & beverage selection, audio-visual equipment and entertainment for all events. The Board shall approve all arrangements by a majority vote.
Programs Chairperson – Responsible for the for the development of all meeting content, including but not limited to, topic selection, session content and the sourcing of speakers/panelists/moderators. The Board shall approve all content by a majority vote.
Marketing & Communications Chairperson – Responsible for developing and executing initiatives to promote the Organization within the mobility industry. Recommends and oversees the form, content and frequency of all communications and use of related tools, which can include but not limited to the Organization’s website, membership management software, email mailbox management and communications, distributions, meeting programs and new membership /sponsorship solicitation. The Board shall approve all recommendations, changes and/or other actions by a majority vote.
Corporate Benchmarking & Ad-Hoc Chairperson – Responsible for developing/gathering corporate benchmarking session content for delivery at the annual spring and fall conferences. Responsible for moderating and facilitating each session. Responsible for coordinating session sponsor presentation, approving sponsor presentation content and distribution of sponsor company information/promotional items. Ad-Hoc: Provide ancillary support to the organization as needed. Requests for Ad-Hoc Chairperson support must be presented to and approved by the Vice President. At the discretion of the Vice President, requests for Ad-Hoc support deemed significant can be presented to the BoD for a vote.
Special Committees may be formed throughout the course of the business year for conducting the council’s activities and will be appointed by the BoD. This includes the right of each Board member to select committee members from the GRRC membership at-large to assist in their responsibilities. Committee members, if needed, are to be selected with consideration for their suitability as eventual successors for the chair
ARTICLE VI. ELECTIONS
Refer to Article V Section 3 for office terms.
Section 1: Board Elections
On an as-needed basis as determined by term expirations and unscheduled vacancies, the President is to make public to the general membership all Board positions that are up for re-election and request applications for those members interested in serving on the board.
Section 2: Elections Nominating Committee
It is the responsibility of the Chairperson and two voluntary Board members to review the qualifications of all applicants and to fully inform the applicants of their responsibilities and commitments if elected to the Board.
The Chairperson will submit all qualified applications to the board. At the Annual Board meeting, the Board will vote on the candidates. All current Board members of have the option of running for the same seat or other open positions. Election of Officers and Directors shall be by ballot of existing board members.
ARTICLE VII. MEETINGS
Section 1: Regular Meetings
Regular meetings of the Organization shall be held twice annually.
Section 2: Special Meetings
Special meetings of the Organizations may be held at the request of any Board member.
Section 3: Annual Meeting
The meeting held in the spring shall be the Annual Meeting.
Section 4: Open Meetings
At the discretion of the Board, meetings may be designated as open. An open meeting provides the opportunity for members, potential members and/or guests to attend.
ARTICLE VIII. PARLIAMENTARY RULES
The rules contained in Robert’s Rule of Order, Revised, shall govern all cases where they do not conflict with the bylaws of this Organization as interpreted by the BoD.
ARTICLE IX. AMENDMENTS
These by-laws may be altered, amended at any regular or special meeting of the Organization with the approval of two thirds of the Board Members present, provided; however, written notice of the meeting and of the proposed changes have been mailed to each member of the Organization at least ten days prior to the date of said meeting.
ARTICLE X. LOGO
Use of the VARC Logo
Only VARC members are eligible to incorporate VARC’s logo into business stationary and promotional materials.
Logo use guidelines:
- The VARC logo may only be used to indicate membership in the organization
- The VARC log may not be altered, combined with other symbols or words, or be used in part.
- When using the acronym “VARC” it should always appear in capital letters.