Rules and Regulations Manual
ELECTED OFFICERS AND THE EXECUTIVE COMMITTEE (Part 1)
- The Executive Committee shall consist of the President, President- Elect, 1st Vice-President, 2nd Vice-President, and the three immediate Past Presidents. The Executive Committee is empowered to act on behalf of the Association on matters that cannot wait for a Past Presidents Council meeting. Executive Committee members attending a meeting will constitute a quorum, with a majority of votes needed to pass recommendations. Revised 2-9-09
- Election of a new 2nd Vice-President by the Past Presidents Council will occur at the annual winter meeting. The Executive Committee is responsible for presenting a slate of candidates who are willing to serve if elected. Additional nominations can be made by the Past Presidents at the winter Past Presidents Council meeting. Revised 2-14-11
- The Executive Committee will meet at the annual winter meeting prior to the Past Presidents Council meeting to conduct SVMA business and prepare for the Past Presidents Council meeting. All Executive Committee members present will have a vote. The current President will conduct both the Executive Committee meeting and the Past Presidents Council meeting with the aid of the Executive Secretary. New 2-9-08
- The President, with the help of the Executive Secretary, is responsible for preparing the agendas for the Executive Committee and Past Presidents Council meetings. He/she should send out a call for agenda items approximately one month before the meetings. The final agendas should be sent out approximately one week before the meetings. New 2-9-09
- Executive Committee members should review the SVMA By Laws, and Rules and Regulations, each year prior to the winter meeting. Any new additions and/or recommendations for changes should be included on the Executive Committee meeting agenda. Those recommendations approved by the Executive Committee will then be presented at the Past Presidents Council meeting for final adoption or rejection. New 2-9-09
- The President should communicate with the membership with at least two letters per year. One should go out with the membership dues notices. Revised 2-9-09
- The President may survey the general membership in good standing with a questionnaire at the discretion of the President and/or the Past Presidents Council. Revised 1/22/07
EXECUTIVE SECRETARY (Part 2)
1.Term of Service
An Executive Secretary of the SVMA will be appointed to an initial three-year contract. This appointment can be renewed at the end of that three-year cycle on a year by year basis if mutually acceptable. The person serving as Executive Secretary shall be at least a three-year member (or spouse of a member) who agrees to attend the Annual Winter Meetings while serving as Executive Secretary. Revised 2-14-11
The Executive Secretary’s relationship to the SVMA is one of an employee, with yearly compensation reported for tax purposes on a W2 form. New 2-14-11
3. Job Description New 2-14-11
a. Executive Committee and Past Presidents Council Duties:
- Serve as the secretary, parliamentarian and treasurer of the SVMA.
- Attend all Executive Committee and Past President Council winter meetings to answer questions and record meetings. The Executive Secretary does not have a vote on the Executive Committee or Past Presidents Council, unless he/she is a Past President.
- Keep all SVMA files, including minutes of winter meetings, financial records, membership records, correspondence, newsletters, etc., and make them available to all members on the “Members Only” section of the SVMA website.
- Maintain blank budget sheets for a President’s use.
- Maintain records regarding collection and payments of money.
- A copy of the final accounting of the winter meeting is to be sent to each member of the Executive Committee no later than three (3) months after the winter meeting.
b. General Membership Duties:
- Send out notices, collect payments, and maintain accounts of annual membership dues.
- Update the membership roster annually on the SVMA website.
- Welcome new members and assign them “passwords” for the “Members Only” section of the website.
- Forward member comments and questions to the President for him/her to address.
c. Financial Duties:
- Maintain and balance the SVMA bank checking and PayPal accounts.
- Collect all funds owed the SVMA (membership dues, sponsorship monies, etc.) and verify they are deposited appropriately in the SVMA bank account.
- Advise the President when a member is delinquent on payment of financial obligations to the SVMA so the President may address the problem with the member and collect the money owed.
- Pay all SVMA obligations as directed by the Executive Committee and/or President. The SVMA Executive Secretary is authorized to provide payments to cover all appropriate SVMA debts. These funds shall first be drawn against associated meeting income. If there is inadequate income, the Executive Secretary is authorized to draw on SVMA treasury funds up to $3000. If debt obligations exceed $3000, the Executive Secretary shall consult with the Executive Committee before any further payments are made. Revised 2-4-13
- With information provided by the President, maintain SVMA financial records for comparison to previous years, and provide copies for the Executive Committee meetings, Past President Council meetings, and any interested members by posting them on the “Members Only” section of the website.
- Collect registration and CE fees for meetings as directed by the President.
- Pay the fees necessary to maintain the SVMA’s 501c6 non-profit status.
- As requested by the President, make deposits to hotels or other suppliers as needed in the SVMA’s and President’s names for meetings, and verify the accuracy of final accounting with said hotels and suppliers.
d. RACE Certification Duties:
- Maintain SVMA RACE certification.
- Assist CE Chairpersons with RACE approval of speakers.
- Assist CE Chairpersons with preparation and publication of the CE syllabus for winter meetings.
e. Speaker / Sponsorship Duties:
- Maintain a list of previous sponsors.
- Collect monies due from sponsors.
- Assist Presidents in verifying that SVMA speaker compensation package obligations are met.
f. Federal 501c6 Duties:
- Maintain the SVMA 503c6 non-profit status.
- File the appropriate federal 501c6 tax information yearly.
- Be sure the amount of money in the SVMA treasury meets 501c6 requirements and alert the Executive Committee and President if there are approaching problems.
4. Executive Secretary Compensation New 2-14-11
a. Compensation for the Executive Secretary to perform all the duties/services in the base job description outlined above (section 3) will be 75 % of the membership dues, but not to exceed $3,500 per year.
b. The Executive Secretary will keep a time card for any additional duties/services he/she performs for the SVMA in excess of the base job description above (section 3). The Executive Secretary will be paid at a rate of $30/hour for those duties/services performed.
FINANCES (Part 3)
- The Executive Secretary is responsible for collecting, recording and depositing all membership dues and monies owed the SVMA, and disbursing all funds and monies owed by the SVMA. New 2-9-09
- Membership dues will be established each year at the annual winter meeting of the Past Presidents Council. Currently yearly membership dues are:
a) $95 for active members.
b) $50 for inactive members (unable to attend meetings but wishing to receive SVMA communications). Reinstatement to active status only requires paying the yearly dues of $95.
c) $190 for new members.
d) $190 reinstatement fee for past members wishing to rejoin who did not maintain inactive status. Revised 2-9-09
e) $40 for Associate members. Adopted 2-10-14
- Dues notices should go out by March 15th of each year. A second notice will be sent out by May 15th as a reminder that a late fee of $50 will be assessed if dues are not received by June 15th. Members who are delinquent will be contacted by the Executive Secretary or a member of the Executive Committee before being dropped from the membership list. Revised 2-9-09
- Veterinary couples are entitled to be members for one dues payment. Revised 2-9-09
- Dues may be paid in U.S. funds submitted to the Executive Secretary in the form of personal check, money order, cashier’s check, MasterCard or Visa. Revised 2-9-09
- The President, President-Elect and Executive Secretary are to be signers on the checking account with only one signature required. Revised 2-9-09
- The Executive Secretary will work with the President to prepare a proposed budget for each SVMA meeting based on previous years experiences, which will be used to determine the registration fee for a particular meeting, New 2-9-09
- The Executive Secretary will collect the registration fees directly from SVMA members for SVMA meetings. The registration fee will cover the costs of all food and CE related expenses. New 2-9-09
- All fees for meeting registrations and social events should be paid in advance for the Winter and Summer Meetings so that proper planning of attendee numbers can be made. However, last minute exceptions for late registrants and guests will be made on a case by case basis. A late registration fee may be assessed. Revised 2-9-09
- The President and Executive Secretary are responsible for settling all expenses for all meetings, and maintaining a complete accounting to be submitted to the Executive Committee, and any SVMA member in good standing upon request. New 2-9-09
- Veterinary student guests will not be required to pay a continuing education registration fee, but will be charged for the cost of attending any of the functions. Veterinary student guests will not be subject to the additional new membership fee if joining the SVMA within two years after graduation. Revised 2-9-09
- The Executive Secretary and the President are jointly responsible for preparing all yearly accounting reports, including profit and loss (P & L) statements for present and past meetings, to present to the Executive Committee and Past Presidents Council at the annual winter meeting. A final report for the winter meeting should be sent to the Past Presidents within a month after the winter meeting ends. New 2-9-09
- The Executive Secretary will also prepare a past three years financial comparison report to be presented to the Executive Committee at the annual winter meeting. New 2-9-09
PAST PRESIDENT COUNCIL MEETING / DINNER (Part 4)
- There will be one meeting of all Past Presidents attending the winter meeting. There will be one meeting of Past Presidents attending the summer meeting.
- The By Laws and Rules and Regulations will be reviewed annually by the Past Presidents at the annual winter meeting. Revised 2-9-09
- All people attending the Past Presidents dinner will pay for their own meals. New 1-22-07
- Attendance at the Past Presidents Council meeting. Past Presidents will not be required to attend the meeting after ten years of becoming a Past President. Revised 2-9-09
MEETING PLANNING BY PRESIDENTS (Part 5)
- The President-Elect and Vice-Presidents must obtain permission from the Executive Committee to travel at SVMA expense to any other than the appointed resort areas. Revised 2-9-09
- If the pre-meeting arrangement trip to the new area is not compensated by the travel agent, the SVMA will only pay for the following: coach air fares, maximum of three days and two nights lodging, transportation from the airport to the hotel and return for the President of that year, and his/her spouse or significant other. Exceptions may be made by the Executive Committee considering special circumstances. Revised 2-9-09
- The President of the SVMA (starting with the annual winter meeting of 1988 and henceforth) shall be compensated for their room and airfare. This does not include the cost of meals, lift tickets, etc., nor does it include airfare, meals, lift tickets, etc. for the President’s spouse or significant other. Revised 2-9-09
TRAVEL AGENT (Part 6)
- Once the site is chosen for either the summer and/or the winter SVMA meetings, future Presidents may or may not use the services of a travel agent for either or both meetings. If they chose not to use a travel agent, then the future President assumes the responsibility for coordinating everything for their year of Presidency, except travel by each member to and from either or both meetings.
- If future Presidents chose to use a travel agent, it is recommended that he/she obtain the travel agent’s services at least two years in advance to best prepare for their meeting(s).
- Upon selecting a travel agent for their meeting(s), future Presidents will obtain a written working agreement with the travel agent to include the following items:
a. The exact location and dates for the meeting(s), including the resort, lodging facility and meeting venue.
b. Agreement to have the travel agent arrange for all travel and transfers as necessary or appropriate for attendees making their travel arrangements with the travel agent.
c. Agreement on the dates, schedule, costs, and who will be involved in the initial site inspection trip, if necessary, the year before the future President’s planned meeting(s).
d. Agreement on what additional services the agent will be responsible for, to possibly include negotiating with the hotel/resort on numbers and rates for the following:
- Member, guest, speaker, and perhaps travel representative lodging, to include deposits, cut off dates, compensatory rooms, and President room upgrades,
- Meeting rooms and audio/visual services for the CE meeting,
- After ski stube location and rate, and whether food and liquor can be brought in or has to be purchased from the hotel/resort,
- Food and beverage cost for the Welcome Reception, morning and afternoon CE meetings, after ski stubes (M-F), and 2-3 evening dinners (i.e. Karnival, Awards, and President’s Farewell Banquet), including children’s rates,
- Extra activities to possibly include special dinners per President’s request, NASTAR registration/picnic, and other activities offered by the hotel/resort,
- And ski lift tickets, equipment rentals, and storage.
e. Agreement on all travel agent mark-up percentages, if any, on all the above services.
f. Agreement on how all contracts with the resort/hotel are to be reviewed and signed by the travel agent and SVMA representative (e.g. President +/- Executive Secretary). A copy of all resort/hotel contracts signed on behalf of the SVMA must be retained by the Executive Secretary in the SVMA files. Revised 2-14-11
g. Agreement on who is responsible for developing the marketing materials for the meeting and when they should be available and distributed.
h. Agreement on who is responsible for materials necessary to run the meeting (e.g. name badges, office supplies, contact list, daily itinerary, attendance list, and future meeting information).
i. Agreement on a timeline for the achievement of all the above services, and on the travel agent and SVMA contacts for intercommunication for each meeting.
j. Agreement, if any, on any travel agent involvement in participating in the running of any and all of the festivities to include the CE meeting, and possible fees for their services.
k. Agreement on who collects moneys from members in good standing, and guests for all the above services, and possibly the CE meeting fees, and reporting on those receipts to the SVMA’s Executive Secretary as is necessary and timely.
l. Agreement for the transfers of money for payment of obligations to include deposits, and all accounting of those transfers (e.g., receipts, invoices. etc).
m. Agreement of liabilities for the above services, and additional expected and/or unexpected service charges.
- If present at a meeting, the travel agent will meet with the President, Executive Secretary and resort representative prior to leaving the venue to receive and review the resort’s bills to the SVMA and finalize all payments due to the resort.
WINTER MEETING (Part 7)
- Vice-Presidents are instructed to avoid conflict with the Western Veterinary Conference meeting when setting the date for the winter meeting. New 2-9-09
- Vice-Presidents will present information on their proposed winter meeting venue to the Executive Committee, preferably at their first Executive Committee meeting, but no later than their second Executive Committee meeting. After approval, the Vice-President, on behalf of the SVMA, may sign all required contracts with the resorts for the meetings they are planning. New 2-9-09
- The location of the winter meeting will be announced two years in advance.
- If the travel agent handling a meeting will not cover the required resort deposits, then the SVMA treasury will be responsible, not an individual Vice-President. New 2-9-09
- The Executive Secretary will work with the selected travel agent to prepare and edit the SVMA brochure advertising meetings to be sure of its accuracy before it is sent to SVMA members. New 2-9-09
- CE registration fee: Each President, with the help of the Executive Secretary, will establish a CE registration fee to cover their year’s CE meeting expenses. It is expected that all veterinarians will attend the CE meetings. All licensed veterinarians are required to pay the CE registration fee. Unlicensed veterinarians need not pay the CE registration fee. Members’ guests, sponsors, invited area veterinarians and veterinary students may attend CE meetings without paying the CE registration fee. Depending on the arrangements for a particular year, CE attendees not paying the CE registration fee may be asked to pay for breakfast items normally included in the CE registration fee. Revised 2-14-11
- Social and food-related expenses: Each President, with the help of the Executive Secretary, will set a flat fee to cover all social and non-CE food-related expenses (banquets, stubes, etc.) for the week. All members and guests attending will pay this fee. For children under the age of 18, costs will be separated in menu fashion. Presidents of each year may deal as they decide best for any members that can only attend for part of the week. Revised 2-9-09
- A release of liability waiver must be signed by all adult attendees. Responsible adults will sign the waiver for children under the age of 18 years. Revised 2-9-09
- We will have morning and afternoon two hour CE sessions at the winter meeting. This may be changed as resort or location circumstances dictate. Revised 2-9-09
- We will have approximately one-half of our evenings free at the winter meeting.
- At each winter meeting, a list of restaurants will be posted for our free evenings.
- The SVMA states that it will not in any way endorse or condone heli-skiing. New 8-5-1989
- At each winter meeting, a Prince and Princess shall be appointed as a way of honoring dedicated SVMA members. The new Prince and Princess shall be appointed by the past three Princes and Princesses and current President. The new Prince and Princess shall be announced by the current President at the farewell banquet. Revised 2-9-09
- Each President has the discretion to have as many or as few stubes as he or she feels is appropriate at the meeting. New 3-1-2004
- The President will be responsible for getting the Hofmarshall(s) for the Karnival evening. New 12-1991
- Any veterinarian who is in the area and invited by a member will be granted free attendance to the CE sessions only. If these veterinary guests would like a syllabus, there will be a charge associated to cover the expense of publication. Revised 2-9-09
SUMMER MEETING (Part 8)
- Vice-Presidents are instructed to avoid conflict with the AVMA and ACVIM annual meetings when setting the date for their summer meeting. Revised 2-9-09
- Vice-Presidents will present information on their proposed summer meeting venue to the Executive Committee, preferably at their first Executive Committee winter meeting, but no later than their second Executive Committee winter meeting. After approval, the Vice- President, on behalf of the SVMA, may sign all required contracts with the resort for the summer meeting they are planning. New 2-9-09
- If the travel agent handling a meeting will not cover the required resort deposits, then the SVMA treasury will be responsible, not an individual Vice-President. New 2-9-09
- The President should be frugal with the summer meeting expenses with a fund of $1,000. New 2-15-1994
- The President of a particular year may handle registration fees for the summer meeting as he/she deems fit. A registration fee may not be required, depending on the selected venue. New 2-9-09
- Depending on the selected venue for the summer meeting, a release of liability waiver may or may not be required. New 2-9-09
SPEAKERS (Part 9)
- Non-member speakers will not be charged initiation or dues fees unless they wish to join the SVMA.
- The President and CE Chairperson of a year are responsible for setting the number of speakers and topics for the winter meeting CE program.
- The speaker compensation package of a particular year shall be established by the President and his/her CE Chairperson prior to inviting speakers so proper budgeting can be planned. Suggested guidelines are as follows:
a) The minimum compensation guidelines for presenting two sessions (one day/four hours) will include:
1) Complimentary registration fees to attend all SVMA functions
2) Two nights lodging
3 ) A one day lift ticket
b) An individual speaker’s compensation will be prorated based on the above guidelines according to the number of sessions he/she presents
c) Each President is responsible for determining what travel and/or honorarium compensation(s) will be provided to the speakers of his/her President’s year Adopted 2-10-14
d) It is preferable that speakers stay in the meeting hotel, but Presidents have the flexibility to make arrangements with their speakers as they deem appropriate. Revised 2-10-14
- If at all possible, the President of a particular year and/or his/her CE Chairperson should have their meeting speakers committed at least one year in advance so the upcoming year’s program can be announced at the end of the winter meeting the year before. New 2-9-09
CORPORATE SPONSORS (Part 10)
- Presidents, with the help of the Executive Secretary, are encouraged to solicit and foster sponsor relationships for their meetings, with the goal of long-term corporate commitments. New 2-14-11
- The President of a particular year and/or his/her CE Chairperson should contact and send potential corporate sponsors the SVMA sponsorship solicitation letter and sponsorship level information at least one year in advance. New 2-9-09
- All efforts should be made to have corporate sponsorship commitments finalized at least six months before the winter meeting to help the President with his/her meeting budget planning when setting appropriate registration fees. New 2-9-09
- Corporate sponsors should have their committed funds sent to the Executive Secretary no later than one month before the winter meeting to which those funds apply. New 2-9-09