Constitution of the Virginia ESL Supervisors' Association
Printable Version of the Constitution 
I. NAME
a. The name of the organization shall be the Virginia ESL Supervisors Association (VESA)
II. PURPOSES
a. VESA is a nonprofit educational organization. The purposes of the organization shall be:
i. To disseminate information that promotes and enhances the study and teaching of English as a Second Language (ESL).
ii. To encourage exchanges of ideas among members that clarify the place of ESL in our schools and lives.
iii. To recognize and publicize excellence in ESL study and teaching.
iv. To sponsor an annual conference for Virginia educators on the education of English language learners.
v. To offer scholarships for post-secondary education to English language learners.
III. MEMBERSHIP
a. There shall be classifications of membership in VESA:
i. Professional Membership: All ESL supervisors and/or school division designees in the field of ESL in the state of Virginia may become professional members, with all rights and privileges of membership in VESA, including the right to vote and to hold office. Members initiate or maintain membership through the payment of annual dues. Eligibility for full membership in VESA including the right to vote and hold office will not be denied to a member on sabbatical or leave of absence.
ii. Honorary and emeritus membership: Honorary or emeritus membership in VESA may be conferred by the President, with the approval of the Officers, on individuals who have distinguished themselves by their contribution s to ESL education. Honorary and emeritus members enjoy all rights of membership in VESA except the right to vote and to hold office. b. Professional memberships shall be conferred through the payment of dues. i. Membership dues shall be recommended by the Officers and voted by a majority of members present at the VESA meeting.
ii. Payment of annual dues shall entitle the individual to membership in VESA for the current academic year (September 1 to August 31).
iii. Honorary and emeritus members are exempt from the payment of dues.
IV. OFFICERS
a. President
i. Duties. The President shall:
1. preside at the meetings of the Officers, the annual conference, and other scheduled meetings.
2. call meetings of the Officers no fewer than two times a year.
3. appoint a member to fill an unexpired term of the Vice President, Secretary, Treasurer, or the Chair of any standing committee.
4. advise the Officers of VESA and assure that the business of VESA is carried out.
5. be designated a co-signer with the Treasurer for documents required by financial institutions.
6. hire a conference coordinator to organize annual conference as outlined in the conference coordinator’s job description.
ii. Term. The president shall serve a two-year term. If the President is unable to complete the term, the Vice President shall assume the office for the unexpired term.
b. Program Chair
i. Duties. The Program Chair Shall:
1. develop the program of workshops for the annual conference
2. work with conference coordinator to schedule workshops and secure needed equipment
ii. Term. The Program Chair shall serve a two-year term. If the Program Chair is unable to complete the term, the President shall appoint a replacement.
iii. Selection. The Program Chair shall be appointed by the President with the approval of a majority of members.
c. Vice President
i. Duties. The Vice President shall:
1. preside at meetings of VESA as directed by the President in case of the President’s temporary absence.
2. be prepared to assume duties of the President, in the case of that person being unable to complete his or her term of office.
3. make recommendations for special recognition and awards to the members for their approval.
4. secure, organize, and supervise vendors at annual conference. ii. Term. The Vice President shall serve a two-year term. If the Vice President is unable to complete the term, the President shall appoint a member to the office for the unexpired time.
d. Secretary
i. Duties. The Secretary shall:
1. record and report to membership minutes of all VESA meetings.
2. maintain an orderly and accessible file of the official records of VESA.
3. maintain a current mailing list of ESL supervisor or designees.
ii. Term. The Secretary shall serve a two-year term. If the Secretary is unable to complete the term, the President shall appoint a member to the office for the unexpired time.
e. Treasurer
i. Duties. The Treasurer shall:
1. collect all member dues and assessments and will have custody of all funds of VESA, depositing and disbursing such funds as required by the Officers.
2. maintain the permanent fiscal records of VESA.
3. maintain an accurate roster of the dues-paying membership.
4. be empowered to sign documents required by financial institutions.
5. supervise collection of pre-registration and on-site registrations for conference and provide conference coordinator with list of registrants.
6. present a financial report at each VESA meeting
ii. Term. The Treasurer shall serve a two-year term. If the Treasurer is unable to complete the term, the President shall appoint a member to the office for the unexpired time.
f. VESA Executive Board
i. The Executive Board will consist of the President, Vice President, Conference Program Chair, Secretary, and Treasurer, Past President, and one representative from each of the eight regions in the state.
1. The representatives will be chosen yearly by their region or will be appointed by the President.
ii. The Executive Board will meet a minimum of four times a year in addition to the three regular scheduled meetings.
V. ELECTIONS
a. Eligibility. Any member in good standing shall be eligible to hold elected office in VESA.
b. Nominations.
i. The nominating committee will be appointed by the President.
ii. The slate of nominees shall be President, Vice President, and in alternating years, Secretary, Treasurer.
iii. Nominations from the floor may be made during the spring VESA meeting. Persons so nominated must meet eligibility requirements; they must also be present at the meeting to consent to their nomination or, if unable to be present, have indicated their consent in writing.
c. Voting.
i. Election shall be held during the VESA spring meeting.
ii. Members in good standing shall be eligible to vote.
iii. Members may vote in a slate of officers by acclamation. Whenever two or more names are submitted for a position, voting for such a position shall be by secret ballot.
iv. A plurality of the valid votes cast shall constitute election.
d. Resignations or Removals from Office
i. Any Officer wishing to resign must notify the President in writing.
ii. The Officers shall formally consider at a regularly scheduled meeting the removal of any Officer who fails to attend two consecutive meetings, is excessively absent from meetings, fails to maintain membership in VESA, or is found guilty of malfeasance in office. A two-thirds vote of voting Officers present at the meeting during which the voting takes place shall constitute officers’ approval of the removal.
VI. MEETINGS
a. The Officers shall choose the time and place for the annual conference.
b. Notice of the time and place of the annual conference shall be provided to all members.
c. A business meeting shall be held during the conference.
d. The Officers may schedule additional meetings of VESA during the year, providing the membership with written notification at least thirty (30) days prior to such a meeting.
e. There shall be a minimum of two regular meetings of the members each year, one at the annual conference and another at a site chosen by the President. Members shall receive written notification of the regular meetings at least thirty (30) days in advance.
VII. Amendments
a. This constitution may be amended at any business meeting by a two-thirds majority of the members voting, provided written notice of each proposed amendment has been provided to all members.
Last amended: February 2008
If you have any questions about the VESA Constitution, please contact one of the Executive Board Members.
Last updated: 3/10/09