Constitutional Revisions

The following revisions have been drafted by the Committee on Constitution as a result of requests from the Board of Directors and individual members:

BOAA Committee on Constitution

Report . Spring 2009 DRAFT

While the Committee has been consulted intermittently in the interim, it has been since 2002 that any requests for Constitution Amendments have been proposed. Over the last year, several requests have been made, and this report attempts to address them.

The two amendments have been listed separately below.

They should be provided to the membership at least 30 days in advance of an Annual or Special meeting of the Association.

Respectfully Submitted,

Yours In The Bonds,

Jon Luning, Beta Omega 241

Chair, Committee on Constitution

Item I. Previously-Serving Treasurer to be a member of Finance Committee

Rationale

A request was made to add the previously-serving Treasurer as a member of the Finance Committee. The intent of this request was to ensure continuity and stability on the Finance Committee, which is responsible for overseeing the continuing financial health of the Association. While it would be possible for each incoming Board of Directors to appoint the previous Treasurer, it was expressed that the Association would most benefit from allowing for the continuity by serving Treasurers, while not restricting the participation of interested and qualified members.

Motion:

MOVED, to amend the Constitution of the Beta Omega Alumni Association, Article V. Section 1(a), by striking the first sentence and inserting in its place:

"The Finance Committee shall consist of the Treasurer, who shall be its Chairman, the member whose term as Treasurer ended as the result of the most recent election of Directors in accordance with Article III of this Constitution, and five other voting alumni members."

Paragraph Redline:

The Finance Committee shall consist of five voting alumni members in addition to the Treasurer, who shall be its Chairman. The Finance Committee shall consist of the Treasurer, who shall be its Chairman, the member whose term as Treasurer ended as the result of the most recent election of Directors in accordance with Article III of this Constitution, and five other voting alumni members. These members shall be nominated for Committee membership by the Treasurer and may be appointed by the President with the approval of the Board of Directors. Except as otherwise provided for, Committee appointments shall expire at the end of the fifth fiscal year served during the appointment. If a Committee member resigns or is removed, a successor may be appointed as above to serve the balance of the original appointment. Committee members may be re-appointed to the committee at the end of their appointments. Committee members may be removed by a three-fourths (3/4) vote of all members of the Board of Directors or by a majority of voting members present at a properly convened Annual or Special Meeting of the Association.

Implementation and Comments:

As a Constitutional Amendment, this motion requires an affirmative vote of 2/3 of the voting members present at a meeting, after at least 30 days notice of the wording of the amendment has been provided to the membership.

The odd wording (as opposed to a term such as .past Treasurer.) is intended to remove any ambiguity in cases where multiple Treasurers may have served before a Board was elected.

Item II. Clarification of Use of Electronic Communications for BOAA Business

Rationale

As electronic communications options become more widely adopted and integrated, members expect to be able to utilize those technologies, and the Association can benefit from the reduced costs available. While the Constitution was amended to allow for the use of e-mail and web site, this proposed amendment seeks to clarify those activities which can be handled via electronic communications, and to allow participation in deliberative action of the Association via electronic means as well. By making the business of the Association more accessible to its members, more inclusive deliberations become possible.

Motion:

MOVED, to amend the Constitution of the Beta Omega Alumni Association, Article II, Section 5, by inserting the words .or Notice. at the end of the second sentence, and deleting all words in the third sentence that follow .electronic mail address., and by inserting after Section 5 a Secion 6, which reads: .Any "meeting" referred to in this Constitution may take place either in person, by electronic communications, or by some combination, as long as all participants are able to hear and be heard by all other participants in the meeting. Any member participating in a meeting established via an electronic connection shall be considered as being present at that meeting..

Redline:

Section 5

Official notices and other communications with members may be delivered or received by postal mail or electronic mail. This applies to any reference in this Constitution to "mail" or "Notice". Each member is responsible for notifying the Association Secretary or the Communications Committee of any changes of his postal and/or electronic mail address, and of specifying if electronic mail is an acceptable alternative to postal mail for such communications. Responses to ballots and other mailings may be accepted in postal or electronic form, as determined by the Secretary.

Section 6

Any "meeting" referred to in this Constitution may take place either in person, by electronic communications, or by some combination, as long as all participants are able to hear and be heard by all other participants in the meeting. Any member participating in a meeting established via an electronic connection shall be considered as being present at that meeting.

Implementation and Comments:

As a Constitutional Amendment, this motion requires an affirmative vote of 2/3 of the voting members present at a meeting, after at least 30 days notice of the wording of the amendment has been provided to the membership.

The phrasing of Section 6 (regarding participants .be heard.) is included based on Virginia statute specifying the requirement for validity of a meeting by electronic means.