- VaAGC: Virginia Association of Genetic Counselors
VaAGC Information
Genetic Information
Virginia Association of Genetic Counselors Bylaws
These Bylaws were last amended on 03/20/09 and approved unanimously by the elected Officers of the VaAGC.
Table of Contents
(clicking on specific article will scroll down to section)
Article I. Name and Location
Article II. Mission and Vision
Article III. Members
Article IV. Meeting of the Membership
Article V. VaAGC Officers
Article VI. Standing Committees
Article VII. Nominations and Elections
Article VIII. Authority to Incur Expenses and Fiscal Year
Article IX. Ratification and Amendments to the Bylaws
Article I. Name and Location
Section 1. Name
The name of this association is the Virginia Association of Genetic Counselors (hereafter known as the VaAGC).
Section 2. Location
The mailing address of the VaAGC is VaAGC, c/o Tahnee Causey, MS, CGC, Virginia Department of Health 109 Governor Street, 8th Floor Richmond, VA 23219.
Article II. Mission and Vision
Section 1. Vision
The vision of the VaAGC is to maximize the quality of genetic health care and to improve and promote the practice of genetic counseling in the state of Virginia.
Section 2. Mission
The Mission of the VaABC is:
• To increase our profession's visibility within Virginia
• To improve collaboration and networking opportunities among genetic counselors in Virginia
• To mobilize Virginia genetic counserlos who wish to take action on issues relevant to our profession
• To encourage professional growth and continuing education among genetic counselors in Virginia
• To increase accessibility to and provide a centralized location for relevant information regarding genetics in Virginia
Article III. Members
Section 1. Membership
There shall be three classes of members of the VaAGC: “Full Members”, “Associate Members”, and “Student Members”.
Section 2. Full Members
Full Members of the VaAGC shall consist of any genetic counselor living or working within the state of Virginia. A genetic counselor is defined as a masters-level trained health professional holding the professional title of genetic counselor who is either board eligible or board certified. A genetic counselor living and/or working in Virginia shall automatically be considered a member of the VaAGC unless he/she electively opts out of membership. Automatic renewal of membership will occur each calendar year unless he/she opts out of membership.
Section 3. Associate Members
Associate Members of the VaAGC may consist of any individual with a professional interest in genetics who shares the Mission and Vision of the VaAGC, as stated above. Interested individuals may submit an application and upon approval by current VaAGC Officers, associate membership may either be granted or denied. Associate Members shall not be granted a vote on topics or elections opened to the general membership. Associate Members will be able to serve on one or more VaAGC Committees but will not be eligible to hold a VaAGC Officer position or Committee Chair position.
Section 4. Student Members
Student Members of the VaAGC may consist of any student enrolled in an accredited genetic counseling program who is interested in living or working within the state of Virginia and shares the Mission and Vision of the VaAGC, as stated above. Interested students may submit an application and upon approval by current VaAGC Officers, student membership may either be granted or denied. Student Members shall not be granted a vote on topics or elections opened to Full or Associate Members. Student Members shall not be eligible to hold a VaAGC Officer position or Committee Chair position. Student Members will be eligible to serve on one or more VaAGC Committees.
Section 5. Membership Dues
It is decided by the first elected Officers of the VaAGC not to initiate membership dues at the inception of the VaAGC. However, the elected Officers of the VaAGC may elect in the future to establish membership dues in the VaAGC as operating costs increase. Once established, failure to pay membership dues will result in exclusion from benefits of membership in VaAGC.
Section 6. Membership Rights and Privileges
Each Full Member of the VaAGC shall be entitled to one vote on each matter submitted to a vote of the general membership. Items to be voted on will include, but not be limited to, VaAGC Officer elections and certain VaAGC business. On matters involving voting of the general membership, a majority of votes by VaAGC members will decide the stated question or election. Each Full Member of the VaAGC in good standing will be eligible to hold a VaAGC Office (as defined in Article V), serve on a VaAGC committee, and serve as a VaAGC Committee Chair. Associate and Student Members shall not be granted voting privileges on topics submitted to the voting by the membership.
Section 7. Membership Roster
A directory of VaAGC members will be maintained and updated in a database managed by the VaAGC Secretary/Treasurer and coordinated through VaAGC Regional Representatives (as described in Article V). Members will be responsible for notifying the VaAGC of changes in contact address or place of employment. The Secretary/Treasurer and Elections Committee will ensure that an updated directory of VaAGC members is available to members when the VaAGC calls for nominations for its elected offices and positions and at the time of the annual meeting. The directory may also be made available on an as needed basis for professional use by one of the membership upon approval by the Officers. Every effort shall be made to keep information supplied to the VaAGC directory confidential and private.
Article IV. Meeting of the Membership
Section 1. Annual VaAGC Membership Meetings
A meeting of the members shall be held each calendar year, as fiscally possible, at a date and a place as shall be designated by the Officers and State Education and Meeting Committee. Efforts will be made to convene the VaAGC membership meeting at the Annual Virginia Genetics Education Conference. Notification of the meeting shall be made electronically no later than 60 days prior to the meeting.
Section 2. Special Meetings
Special meetings of the membership may be convened with the approval of the VaAGC Officers. Written and/or electronic notice of such meeting shall be given to the general membership not less than 10 days from the meeting date.
Article V. VaAGC Officers
Section 1. Elected Officers and Terms of Office
There shall be seven elected VaAGC Officers: Past-President, President, Secretary/Treasurer, Western Regional Representative, Northern Regional Representative, Central Regional Representative, and Eastern Regional Representative. At the end of the elected term, the immediate President will become the Past-President and the elected member will assume the office of the President. The initial Officers of the VaAGC shall be elected by a majority of the VaAGC members. If an officer is unable to serve out the duration of his/her term, a special election with a vote by the general membership will be held to fill the vacancy. Officers and other elected positions may serve only one term in the same elected office or position unless a variance is approved by the VaAGC Officers and Nominations and Elections Committee. A term shall be designated as one-two years from the date of election, unless a variance is approved by the VaAGC Officers and Nominations and Elections Committee. An elected VaAGC Officer may only hold one Officer position at one time during one term; however, a VaAGC Officer may hold the position of Committee Chair while serving a term as an elected VaAGC Officer.
Section 2. Meetings of the VaAGC Officers
A regular meeting of the VaAGC Officers shall be held monthly or bi-monthly, as needed, either in person, by telephone, or by teleconferencing. The Officers shall meet face-to-face at least one time per year, with more frequent meetings as decided by the Officers.
Section 3. Duties of the VaAGC Officers
All officers will work to uphold and promote the professional Vision and Mission of the VaAGC, foster education for genetic counselors in the state of Virginia, represent the VaAGC at all regional meetings, and assist with the publication of any VaAGC newsletters/reports.
The Past-President shall assist the VaAGC officers in the maintenance of continuity from one administration to the next. The Past-President will be responsible for oversight and mentoring of new committee chairs and continuity of past committee projects. The Past-President serves as liaison between committee chairs and Officers and assists the current president with the publication of the VaAGC annual newsletter/report.
The President shall carry out decisions on behalf of Officers and serve as the primary spokesperson and representative for VaAGC members through media, legislative, and other public interactions, with review from Officers. Upon assuming office, each newly-elected President shall review the VaAGC Bylaws to determine the need for revision and amendment. The President shall attend or delegate appropriate Officer representation at key professional meetings throughout the state and nation. The President will communicate with VaAGC members on a regular and/or as needed basis via listserv, website, or VaAGC newsletter. The President will become fully knowledgeable about duties of elected officers and subcommittees and activities deriving from each. The President will also chair conference calls and meetings of the VaAGC Officers and meetings of the general membership.
The Secretary/Treasurer will ensure that upcoming meetings/conference calls of Officers and the general membership are scheduled and remind the membership/Officers of these meetings. The Secretary/Treasurer shall keep minutes from the Officers’ meetings and make these available to the membership via the website. The Secretary/Treasurer shall act as the main communications contact for updates of the membership list of the VaAGC and informational website updates. The Secretary/Treasurer will plan and implement funding of the VaAGC’s key activities/projects. The Secretary/Treasurer will be responsible for preparation, compilation, and distribution of the quarterly newsletter to the general membership.
The Regional Representatives shall act as liaisons between genetic counselors in their region and the VaAGC officers and serve as the contact for regional resources and educational opportunities. The Regional Representatives shall contribute regional informational updates to the VaAGC Secretary/Treasurer quarterly, as well as regional membership updates as needed. The Regional Representatives will organize biannual meetings of regional genetic counselors for networking and/or educational purposes. The Regional Representatives shall also provide the State Meeting and Education Committee with information regarding regional educational opportunities.
Article VI. Standing Committees
Section 1. Standing Committees
The four standing committees of the VaAGC shall be the Licensure and Public Policy Committee, State Meeting and Education Committee, Nominations and Elections Committee, and Communications, Marketing, and Web Design Committee. Any full VaAGC member in good standing can serve on one or more committees of his/her choice. Each Committee member will have one vote on business relating to that committee. A member of a standing committee serves a one-two year term, with a minimum of a one year commitment. Any Full Member of the VaAGC may serve as a chair of a committee on which he/she serves. Committee chairs shall be elected by the corresponding Committee members. Committee chairs may serve more than one consecutive term.
Section 2. Liscensure and Public Policy Committee
The Licensure and Public Policy Committee shall be responsible for monitoring relevant legislative activities in Virginia. Committee members will familiarize themselves with present and future legislation of state and federal government influencing the practice of genetic counseling in Virginia. This Committee may also establish a legislative contact in Richmond. Committee members shall become familiar with legislative updates relevant to other medical groups that could similarly impact the field of genetic counseling. The Licensure and Public Policy Committee will contribute to formal VaAGC position statements on various legislative issues and take action on those with the highest priority for our membership.
Section 3. State Meeting and Education Committee
The State Meeting and Education Committee shall be responsible for determining the date and location of the Annual Virginia Genetics Education Conference and for identifying corporate and educational sponsors to help defray costs of the meeting. The committee will be responsible for planning, organizing, and carrying-out the objectives, agenda, and speakers for the meeting. The State Meeting and Education Committee shall also maintain awareness of regional and state-wide educational conferences and meetings that members of the VaAGC may wish to attend. Regular updates regarding educational opportunities, including the Annual Virginia Genetics Education Conference, shall be communicated to the VaAGC through the website, newsletter, and email.
Section 4. Nominations and Elections Committee
The Nominations and Elections committee shall be responsible for preparing a slate of nominees for Officer elections and overseeing the process of voting including distributing ballots to the general membership and tabulating and communicating results to the general membership. The Nominations and Elections Committee will be notified of any vacancies for which nominations are needed. Vacancies occur when a term of office expires or when any incumbent cannot complete a term of office. In the event of an unexpected Officer vacancy, Committee members will be responsible for selecting an interim officer until a vote by the general membership is completed.
Section 5. Communications, Marketing, and Web Design Committee
The Communications, Marketing, and Web Design Committee shall be responsible for the overall operation and appearance of the VaAGC public web presence. Responsibilities include oversight of the website content, as well as the technical aspect of website design. A quarterly newsletter will be produced for the VaAGC membership with updates about activities of the VaAGC and its members, as well as educational updates and items. This Committee will be responsible for the design of the newsletter and dissemination of this bulletin. As Officers foresee a need for marketing of the VaAGC, this Committee shall be responsible for determining the appropriate methods and actions required.
Article VII. Nominations and Elections
Through a process and timeline set forth by these bylaws and the Nominations and Elections Committee, the general VaAGC membership shall elect the VaAGC Officers.
Section 1. Nominations
In each calendar year on the first business day of October, the Nominations and Elections Committee shall submit a call for nominations for upcoming Officer vacancies to the general membership. Any Full Member in good standing can nominate either him/herself or another Full Member. The call for nominations shall remain open for a period of at least two calendar weeks after the first call notification. Upon the close of the call for nominations, the Nominations and Elections Committee shall create a slate of candidates. Nominees shall be contacted by the Nominations and Elections Committee to confirm acceptance of nomination. Upon acceptance, the nominee shall provide a brief professional biography.
Section 2. Voting
Two weeks prior to the election date, which henceforth shall be the first Monday in November of each calendar year, the slate of nominees with the accompanying biographies shall be released for voting by the general membership. The membership will have two weeks to cast his/her ballot. No less than one week prior to the close of voting, a notice will be sent to the membership as a reminder to cast his/her ballot. At the prescribed close of voting, results shall be tabulated by the Nominations and Elections Committee and elected Officers notified. Upon notification of new Officers, the general membership will be notified of voting results. The term for newly elected officers begins on January 01 of the next year.
Article VIII. Authority to Incur Expenses and the Fiscal Year
Section 1. Authority to Incur Expense
Relevant expenses may be incurred with approval of all VaAGC elected Officers. At the time of the initial writing of the VaAGC bylaws, all expenses are paid by donation or professional reimbursement.
Section 2. The Fiscal Year
The fiscal year of the VaAGC shall forthwith be the calendar year.
Article IX. Ratification and Amendments to the Bylaws
Section 1. Ratification of Bylaws
The original seven elected Officers of the VaAGC have voted on and adopted these bylaws as the official bylaws of this association. A copy of these bylaws shall be made available on the VaAGC website for general membership and public viewing and comment.
Section 2. Amendment of the Bylaws
The original bylaws may be amended at any time with the approval of the elected Officers of the VaAGC.