PREAMBLE
We the members of the
International Order of DeMolay in the Commonwealth of Virginia,
in order to more effectively maintain, extend and perpetuate the
purpose of our Order, acknowledge and yield allegiance to the
International Supreme Council of the Order of DeMolay, and with
the approval of the Executive Officer of Virginia, hereby create
an association to establish this constitution for our government.
Part I
GENERAL PROVISIONS ARTICLE 1
GENERAL PROVISIONS
101.1 Application. These general provisions apply to all parts of this constitution and bylaws.
101.2 Arrangement. These bylaws are divided into parts with Roman numerals. Parts are divided into articles with Arabic numerals. Articles are divided into sections with numbers; and subdivided into subsections with lower case letters in parentheses with Arabic numbers in parentheses, and subdivided into subparagraphs with lower case Roman numerals in parentheses.
101.3 Definitions. In these bylaws:
(a) "Supreme Council" means the International Supreme Council of the Order of DeMolay, a corporation.
(b) "Order" or "Order of DeMolay" means the fraternal organization operated or chartered by, or appendant to, the Supreme Council.
(c)
"Association" means the Virginia State Association of
the Order of DeMolay.
(d) "Region" means one of geographical
sections of the state as divided by the Executive Officer.
(e) "State Council" means the Virginia
State Association Council.
(f) "Chapter" means any chapter chartered
by or working under Letters Temporary of the Supreme Council in
the Commonwealth of Virginia.
(g) "Session" means a meeting of the
Association.
(h) "Conclave" means the annual
Association meeting.
101.4 Singular or Plural. The singular includes the plural and
the plural includes the singular, as context requires or permits.
101.5 Amendments.
(a) Presentation. A proposed amendment to this
Constitution must be presented at the Spring Session and
distributed to the Chapters by June 30th.
(b) Adoption. Adoption of an amendment requires a
two-thirds affirmative vote of the delegates present and voting
at the Conclave business meeting.
101.6 Rules of Order.
(a) The most recently revised edition of Roberts
Rules of Order shall govern all proceeding of this Association,
except when in conflict with the Constitution and Bylaws of the
Statutes, Rules and Regulations of the Supreme Council.
(b) The State Master Councilor shall. at the
opening of each Conclave, appoint a parliamentarian to rule on
all questions arising out of parliamentary procedure at the
Conclave.
PART II
CONSTITUTION
ARTICLE 2
NAME AND PURPOSE
202.1 Name. The name of this body is the Virginia State
Association of the Order of DeMolay.
202.2 Purpose. The purpose of this Association shall be:
(a) To Promote the objective of the Order of
DeMolay and to assure the general welfare of the Order within the
Commonwealth.
(b) To afford the members and chapters the
opportunity for initiative and for the expression of their ideas.
ARTICLE 3
ORGANIZATION
203.1 Regions and Districts.
(a) The Association shall be divided into major
geographical regions known as the Central, Eastern, Northern, and
Western or as deemed necessary by the Executive Officer.
(b) The regions shall be divided into as many
districts as deemed necessary by the Regional Deputy and approved
by the Executive Officer.
ARTICLE 4
MEMBERSHIP
204.1 Membership. Membership shall be composed of all Active
Members of the Order of DeMolay affiliated with the Instituted
Chapters within the Commonwealth of Virginia.
ARTICLE 5
STATE OFFICERS
205.1 Titles.
(a) The following shall be elected by the delegates
or alternates present and voting at the Conclave: State Master
Councilor, Deputy State Master Councilor.
(b) The Executive Secretary and State Treasurer,
which mat be one and the same, will be appointed by the Executive
Officer of this Commonwealth and shall be accountable to him and
the State Master Councilor.
(c) A State Scribe will be appointed by the State
Master Councilor and is responsible to him.
205.2 Qualifications.
(a) State Master Councilor.
(1) The candidate must be an
active member of the Association who has not attained his
twenty-first (21st) birthday.
(2) Only Past Master
Councilors or Past Presidents of DeMolay Clubs may be nominated.
(3) The candidate must be
registered and present at the election meeting, unless excused by
the Executive Officer.
(4) The candidate must give
assurance to the Executive Officer that he will be a legal
resident of the State of Virginia during his term of office.
(b) Deputy State Master Councilor.
(1) The candidate must be an
active member of the Association who will not turn twenty-one
(21) during his term of office.
(2) Present or Past Master
Councilors, Present or Past Presidents of DeMolay Clubs may be
nominated.
(3) The candidate must be
registered and present at the election meeting, unless excused by
the Executive Officer.
(4) The candidate must give
assurance to the Executive Officer that he will be a legal
resident of the State of Virginia during his term of Office.
205.3 Election.
(a) Officers shall be elected and installed at the
Conclave, unless excused by the Executive Officer.
(b) There will be nomination statement of support
for any candidate from any official committee of the Association.
(c) Each elected officer must receive a majority of
the votes cast by delegates or alternates present and voting.
(d) Candidates should have stated their intention
to run for an elected office, at least twelve (12) hours before
Conclave registration closes. Their names and intent shall be
submitted to the Executive Officer and the State Master
Councilor. This process will enable the members to meet the
candidates and to nominate others from the floor during the
business session if they feel the candidates are not qualified
for a state office.
(e) Candidates, whether stating their intention in
writing or being nominated from the floor, will be interviewed by
the Executive Officer and the State Master Councilor. A recess of
the business session will be declared if a nomination occurs on
the floor.
(f) There shall be, during each Conclave business
session immediately preceding the election of the State Master
Councilor and the Deputy State Master Councilor, a question and
answer period. During this period, questions may be asked of the
candidate(s) running for office. All questions must come from
voting delegates present. The period of time is left to the
discretion of the State Master Councilor and the Executive
Officer.
205.4 Term of Office. The term of office shall be from
installation at Conclave until installation of their successors.
205.5 Duties.
(a) State Master Councilor. The State Master
Councilor must, to the best of his ability, attend a chapter
function in every chapter at least once during his term of
office.
(b) Deputy State Master Councilor. The Deputy State
Master Councilor must, to the best of his ability, attend a
chapter function in every chapter at least once during his term
of office.
(c) The Executive Secretary. The duties and
responsibilities are assigned by the Executive Officer.
(d) The State Treasurer. The duties and
responsibilities are assigned by the Executive Officer.
(e) The State Scribe.
(1) Must attend and maintain minutes of all State
Council meetings and sessions.
(2) Is an ex-officio member of
all state committees and can attend and take minutes of these
meetings.
(3) Is a non-voting member of
the State Council.
205.6 Vacancies.
(a) In the event the office of State Master
Councilor becomes vacant during his term, the Deputy State Master
Councilor shall assume the office of State Master Councilor and a
new Deputy State Master Councilor shall be elected at the next
session.
(b) In the event of a vacancy in the office of
Deputy State Master Councilor, a new Deputy State Master
Councilor shall be elected at the next session.
(c) Chapter will receive written notification from
the Executive Secretary when an election is to take place.
205.7 Removal. Any elected state officer may be removed from
office by a majority vote of the State Council. The office being
considered for removal not having a vote on the question. The
majority vote must have the approval of the Executive Officer of
the Virginia jurisdiction. Failure to perform his duties, conduct
unbecoming an officer, or resignation shall be cause for removal.
ARTICLE 6
REGIONAL OFFICERS
206.1 Titles. The following shall be elected by their respective
region: Regional Master Councilor, Deputy Regional Master
Councilor.
206.2 Qualifications.
(a) Regional Master Councilor.
(1) He must be an active
member of a member chapter of the Association.
(2) He must not have obtained
his twenty-first (21st) birthday by Conclave.
(3) He must be a resident of
the region he is serving for the duration of his term.
(4) He must be one of the
following: Master Councilor, Past Master Councilor, President or
Past President of a DeMolay Club.
(b) Deputy Regional Master Councilor.
(1) He must be an active
member of a member chapter of the Association of that region.
(2) He must not turn
twenty-one (21) during his term of office.
(3) He must be a Master
Councilor, Past Master Councilor, President or Past President of
a DeMolay Club.
206.3 Election.
(a) Regional Master Councilor.
(1) Shall be elected by each
region of the Association at a regional caucus held at or before
Conclave.
(2) He may succeed himself
once.
(b) Deputy Regional Master Councilor. Shall be
elected by each region of the Association at a regional caucus
held at or before the Conclave.
206.4 Term of Office.
(a) Regional Master Councilor. The term is to run
concurrently with that of the State Master Councilor and Deputy
State Master Councilor or until his successor is installed.
(b) Deputy Regional Master Councilor.
The term is to run concurrently with the Regional Master
Councilor or until his successor is installed.
206.5 Duties.
(a) Regional Master Councilor.
(1) To act as his region's
representative on the State Council.
(2) To plan regional
activities (e.g. regional conclaves, sports tournaments, etc.).
(3) To check on each chapter's
progress in his region. Report such to the State Council and give
aid to those chapters requiring it.
(4) In conjunction with (3)
above, visit each chapter in his region at least two (2) stated
meetings during his term of office.
(b) Deputy Regional Master Councilor.
(1) To assist the Regional
Master Councilor in planning regional activities.
(2) To represent the Regional
Master Councilor on the State Council when he is absent.
(3) To assist the Regional
Master Councilor in checking on each chapter's progress.
(4) In conjunction with (3)
above,visit each chapter in his region at least twice during his
term of office.
206.6 Vacancies.
(a) Regional Mast Councilor.
(1) In the event of a vacancy
in the office of Regional Master Councilor, the Deputy Regional
Master Councilor will assume the office of Regional Master
Councilor. If the region does not have a Deputy Regional Master
Councilor, then a new Regional Master Councilor shall be chosen
in the manner designated by that region.
(2) If the Regional Master
Councilor moves out of the region he is serving for a period of
time which could reasonably be expected to last more than
one-half (1/2) of the remainder of his term of office, his office
shall be declared vacant and refilled according to (1) above.
(b) Deputy Regional Master Councilor. In the event
of a vacancy of the office of Deputy Regional Master Councilor, a
new Deputy Regional Master Councilor shall be chosen in the
manner designated by that region.
206.7 Removal.
(a) Regional Master Councilor. An unexcused absence
by a Regional Master Councilor without permission of the State
Master Councilor or Executive Officer, failure to perform his
duties, conduct unbecoming an officer, or resignation will create
a vacancy in that office.
(b) Deputy Regional Master Councilor. Failure to
perform his duties, conduct unbecoming an officer, or resignation
will create a vacancy in that office.
ARTICLE 7
STATE COUNCIL
207.1 Members. The State Council shall consist of the State
Master Councilor, the Deputy State Master Councilor, the Regional
Master Councilors, the Deputy Regional Master Councilors, and the
State Scribe.
207.2 Executive Committee. The State Council will function as the
Executive Committee of the Association.
207.3 Meetings. The State
Council will meet at the discretion of the State Master
Councilor.
207.4 Voting.
(a) Each member of the State Council, except the
Deputy Regional Master Councilors and the State Scribe, shall be
allowed one vote on all matters coming before it.
(b) In the absence of the Regional Master
Councilor, the respective Deputy Regional Master Councilor may
vote.
ARTICLE 8
SESSIONS
208.1 Meetings.
(a) The Conclave of the Association shall be held
annually at such places as the Permanent Conclave Committee may
determine.
(b) There will be four (4) quarterly sessions of
the Association consisting of the Conclave in the summer, and
sessions in the fall, winter, and spring. The Executive Secretary
will give thirty (30) days written notice, designating who is to
attend.
208.2 Registration Fee. The registration fee for the Conclave
shall be set by the Permanent Conclave Committee with the
approval of the Executive Officer.
208.3 Conclave Delegates.
(a) Each chapter shall be entitled to a maximum of
five (5) delegates. These delegates will be elected or appointed
by the individual chapter. at which time the chairman of the
delegation will also be selected.
(b) Each delegate shall have an alternate, who
shall be elected or appointed in the same manner as the
delegates. Each delegate or alternate present will have the
authority to cast one (1) vote on all questions in the business
session at Conclave.
(c) Delegates must be registered at Conclave to
vote.
(d) Only delegates or alternates will have the
right to make or second motions and participate in the business
procedure. All others desiring to address the presiding officer
shall be recognized at his discretion.
208.4 Session Delegates. One vote per delegate, up to three (3)
delegates, will be allowed to each chapter present at the
sessions.
208.5 Voting.
(a) There will be a verbal roll call on all
questions requiring such and all election at the sessions. The
chairman of the delegation will rise when the chapter's name is
called and will verbally cast the Chapter's vote.
(b) All questions, except constitutional
amendments, will be passed by a majority of the delegates present
and voting.
ARTICLE 9
COMMITTEES
209.1 Members.
(a) The chairman of a standing committee shall be a
active member of the Association.
(b) An advisor from a chapter in the Association
shall act as an advisor for the committee.
209.2 Appointment of Committees. The State Council shall appoint
all chairmen for the standing committees and workshops.
209.4 Membership.
(Reserved)
209.5 Public Relations and Publications.
(Reserved)
209.6 Activities and Competitions.
(Reserved)
209.7 Special Committees. Special committees may be created at
the discretion of the State Council and with the approval of the
Executive Officer.
209.8 Committee Meetings.
(Reserved)
209.9 Committee Reports.
(Reserved)
ARTICLE 10
FINANCES
210.1 Sources.
(a) The work of this Association shall be supported
by income approved by the Executive Officer, which will be sent
to the Executive Secretary.
(b) Chapters must pay all their current and past
Association dues and fees due as of June 30th to be eligible to
vote at the Conclave for the year.
210.2 Dues.
(a) The Association is on a life membership plan
Each chapter shall send to the Executive Secretary five (5)
dollars for each new petitioner initiated during a year.
(b) A chapter in arrears for back association dues
must pay its back dues as well as current years dues, with the
exception of any dues remitted by the Association.
210.3 Definition of Expenditures.
(a) Budgeted money will be available for the office
and travel expenses of the Association, with the approval of the
Executive Officer.
(b) The Association shall not assume any financial
obligation that does not terminate by the close of the ensuing
DeMolay year of the Association unless specifically approved by
the Executive Officer.
210.4 Expenditures. The State Master Councilor and the Deputy
State Master Councilor should receive the following when approved
by the Executive Officer.
(a) Payment in full plus toll charges for all state
business.
(b) Payment in full for all communications for
state business.
210.5 Financial Reporting.
(a) The State Treasurer shall be required to make a
report of the expenditures of the above funds at the Conclave
business meeting.
(b) At each of the sessions, there will be a full
disclosure of the Association financial status.
PART III
ARTICLE 12
BYLAWS
312.1 Competitions.
(a) The judges, rules, and regulations for the
Association competitions will be those noted in the rules and
regulations in effect at the time of the competitions as approved
by the voting delegates at Conclave.
(b) The Tournament of Champions rules will apply
for all memorized work.