Constitution

Preamble

Recognizing that service to the public and the surveying profession is a fundamental obligation of the Professional Surveyor, the West Virginia Society of Professional Surveyors, Inc. hereby dedicates itself to promotion and protection of the surveying profession as a social and economic influence vital to the welfare of the community and the State of West Virginia.

Article I

Name and Organizational Guidelines

Section 1.   The name of this organization shall be the West Virginia Society of Professional Surveyors, hereinafter called the Society.

Section 2.   The Society is incorporated as a nonprofit organization under the laws of the State of West Virginia.  The Society shall not engage in any activity that would prevent it from continuing to qualify as a non-profit corporation under the rules of the United States Internal Revenue Service or the State of West Virginia.

Section 3.   The executive secretary of the Society, and/or the executive director of the Society, are hereby authorized to, and shall use the Society’s name and/or logo in all normal and customary business applications.

a. The Society’s name or logo may not be used by any other person, member or otherwise, for any purpose without prior authorization by the President or the board of directors.

b.  No person, member or otherwise,  may represent, give the impression that they represent or hold themselves out to be representing the Society in any way, by use of the Society’s name     and/or logo or otherwise, unless they are authorized, appointed, elected or hired by the President or the board of Directors of the Society to do so.

Section 4.   The Society subscribes to and supports the NSPS Code of Ethics found in Bylaw 17.

Article II

Objectives

Section 1.   Objectives of this Society shall be to:

a. Advance and promote the public welfare.

b. Advance the interests of the surveying profession.

c. Strive to make licensing more meaningful throughout the profession, by acknowledging individual achievement in surveying as reflected by education and practice, and encourage all qualified surveyors to seek legal status through licensing.

d. Provide all qualified surveyors of the state a unified voice through a single organization.

e. Stimulate the development of professional attitudes and behavior among all surveyors.

f. Encourage self education and self improvement, motivating practicing surveyors to upgrade and expand their competence by continuing study.

g.  Develop the civic consciousness of members of the surveying profession and encourage their involvement in community service.

h. Represent the surveying profession in legislative matters.

i. Promote high standards of surveying education.

j. Cultivate public appreciation for the work of surveyors through improved public relations and provide a forum for effective exchange and advancement of knowledge of the profession.

k. Assist well qualified and properly motivated young people in obtaining reliable information concerning the surveying profession.

l.  Establish and preserve high standards of ethical conduct and practice.

Article III

Chapters

Section 1.   The membership of the Society may be organized into chapters. The Board of Directors may issue charters, define their geographical boundaries, and dissolve or declare them inactive.

Each chapter formed shall have a minimum of five (5) members who hold voting privileges within the society.  All licensed members of each chapter shall be members of the Society and are encouraged to be members of the National Society of Professional Surveyors.

Section 2.   The Board of Directors, also hereinafter referred to as the Board, shall have the authority to make rules and regulations for, and decisions affecting, the chartering, combining or dissolving of chapters.

Section 3.   Each chapter shall adopt such bylaws as it may deem proper, providing that nothing contained therein shall conflict with the Constitution and Bylaws of the Society.

Section 4.   Chapters shall engage only in such activities as are consistent with professional ideals and ethics. Such activities shall be restricted to the area for which the chapter is chartered, except as the Board may otherwise authorize.

Section 5.   In all matters of local concern not covered by this Constitution and Bylaws, chapters shall retain full autonomy, but may call upon the Society for advice, counsel and assistance.

Section 6.   Each active chapter shall be represented on the Board and on the committees of the Society as provided in the Constitution and Bylaws.

Section 7.   No chapter shall contract any debt or obligation on behalf of the Society unless expressly authorized by the Board.

Section 8.   The Society’s name or logo may not be used by any chapter for any purpose without prior authorization by the President or Board.

No chapter may represent, give the impression that they represent or hold themselves out to be representing the Society in any way, by use of the Society’s name and/or logo or otherwise, unless they are authorized or appointed by the President or the Board of the Society to do so.

Section 9.   The fiscal and administrative years of the chapter shall be concurrent with those of the society.

Section 10.   Student members in colleges and universities may be organized into student chapters, as provided for in the Bylaws.

Article IV

Membership

Section 1.   The membership shall consist of Licensed Members, Associate Members, Student Members, Individual Affiliate Members, Institutional Affiliates, Sustaining Members, Retired Members, Charter Members and Correspondence Members, who shall abide by the Constitution and Bylaws and the Code of Ethics.

Section 2.   Licensed Member:  Any person who is licensed to practice surveying in the State of West Virginia is eligible to become a Licensed Member of the Society.  New licensees shall be granted, free of charge, full membership privileges for a period beginning when the society is notified of the new licensee and extending until December 31 of the following year.

Section 3.   Associate Member:  Any person with an associative interest in the profession of surveying and mapping, such as crew chief, crew member, or photogrammetrist;  or any person professionally qualified in mathematical, physical or applied sciences or engineering sciences, the criteria for which may be determined and approved by the Board of Directors, may become an Associate Member of the Society.

Section 4.   Student Member:  Any person pursuing a course of study leading to a career in the profession of surveying, mapping, and/or a related profession may become a Student Member of the Society.

Section 5.   Individual Affiliate Member:  Members of other professions or occupations, as deemed appropriate by the Board, such as GIS professionals, foresters, lawyers, real estate brokers and engineers who might not otherwise qualify for membership in the Society may become Individual Affiliate Members.

Section 6.   Institutional Affiliate:  Educational Institutions, and professional or technical organizations with interests kindred to the Society, such as law firms, real estate firms, or professional societies may affiliate with the Society.  Institutional Affiliates shall not have voting privileges, but one individual from the Affiliate may receive the member’s rate for activities and publications of the Society.

Section 7.   Sustaining Members:  Any commercial or professional institution or individual interested or engaged in surveying and mapping, or reproduction or compilation of maps, may become a Sustaining Member of the Society.  As a sustaining member a firm or institution shall be entitled to membership rates at society activities for one employee, and shall have only one individual authorized representative with voting privileges.

a. Employees of Sustaining Members may become Licensed or Associate Members for a fee 20% less than the regular fee for those membership categories.

b. The membership fees for such members may be paid directly by the Sustaining Member, or may be paid directly by the employees, with payment to be accompanied by proof of employment by the Sustaining Member.

Section 8.   Correspondence Member:  Any person may become a Correspondence Member of the Society. They will only receive the “West Virginia Surveyor” newsletter, will not have voting privileges, and will receive no other membership benefits.

Section 9.   Retired Member:  Any Licensed Member in good standing who has attained the age of 65 and who, in the judgment of the Board of Directors, has retired from the active practice of Professional Surveying and has continually and actively participated in the Society may become a Retired Member of the Society.

Section 10.   Charter Member:  A member of any class who joined WVALS prior to May 4, 1969, or had applications pending on file as of May 3, 1969, is a Charter Member of the Society.

Section 11.   The following members are eligible to vote:  Licensed Member, Associate Member, Student Member, Retired Member, Charter Member and one authorized individual representative of a Sustaining member.  All the aforementioned individuals, and  one authorized individual representative from an Institutional Affiliate member, shall also receive membership rates at Society activities.

Only Licensed Members may hold the offices of President, President-elect, Vice President, Director-at-Large, and Chapter Representatives.

Article V

Dues and Fees

Section 1.   The annual dues for membership in the Society shall be as set forth in the Bylaws.

Section 2.    Special assessments shall require approval by a 2/3 favorable vote, with all eligible members being given the opportunity to vote.  The 2/3 favorable vote shall be taken from the votes cast and received within 20 days as specified for amendment ballots in section 2, Article XII of this constitution.

Section 3.    Contributions and donations may be accepted by the Society.

Section 4.    Additional rules regarding dues are found in the Bylaws.

Membership dues paid to WVSPS are not deductible as a charitable contribution on a federal income tax return. They may be deductible as trade or business expenses if ordinary and necessary in the conduct of the taxpayer’s business.

Article VI

Administration

Section 1.   The society shall be administered by a Board of Directors, hereinafter referred to as the Board. The Board shall determine all questions of policy and shall administer the affairs of the Society under this Constitution and the provisions of the law under which it is incorporated.

Section 2.   The Board shall consist of the officers and one (1) representative from each Chapter and Practice Division granted a charter by the Society.

Section 3.   Nine Board Members shall constitute a quorum. An affirmative vote of a majority of the Board Members present at any regular or duly called meeting shall be required to pass any motion not inconsistent with the Constitution and Bylaws of the Society.  The President shall vote only when necessary to break a tie.

Section 4.   The Board shall have authority to decide upon any question by means of a letter ballot directed to all members of the Board.  Procedures for determining a vote by letter ballot shall be specified in the Bylaws, and a majority of the votes cast within the stipulated time shall decide the question submitted to ballot.

Section 5.   The Board shall direct the investment and care of funds for the Society and shall adopt an annual budget and make appropriations for other specific purposes.

Section 6.   No members of the Board shall receive a salary or compensation from the Society, except for additional services performed for or expenses incurred on behalf of the Society as approved by the Board.

Section 7.   The Board shall consider all questions brought before it involving the rights and standing of members, and all questions of ethics.

Section 8.   There shall be an Executive Committee of the Board consisting of the President, President-elect, Vice-president, and Immediate Past President.  Within the provisions of the Constitution and Bylaws, the Executive Committee shall act for the Board between Board meetings, provided that such action is not inconsistent with Board policy.  All acts of the Executive Committee shall be reported to the Board.

Article VII

Officers

Section 1.   The officers of the Society shall consist of the President, President-elect, Vice-president, Immediate Past president, and six (6) Directors at Large.

Section 2.   The President-elect and Vice-president shall each be elected for a term of one year. The President-elect shall automatically assume the Presidency for the year following their election. The Directors-At-Large shall be elected for a term of two (2) years.

Section 3.   The Board may appoint or hire an Executive Director, Secretary and/or Treasurer and may define the duties of and fix the compensation for the positions.

Section 4.   Eligibility for nomination, election or retention of a position as an elected officer of the Society shall be contingent upon residence, employment, or being authorized to do business in the State of West Virginia.

Section 5.   The duties of the officers shall be defined in the Bylaws.

Section 6.   Persons handling funds may be bonded at the expense of the Society, for such amount as may be determined by the Board.

Section 7.   The officers shall take office, and the President-elect chosen the previous year shall become President, when installed at the Annual Convention.  Each administrative year of the Society shall begin and end with the installation of officers at the Annual Convention.  The fiscal year of the Society is defined in Bylaw 5.

Section 8.   In the event the President becomes unable to serve, he or she shall be succeeded by the President-elect.  A vacancy occurring in any other position shall be filled by the Board, with the exception of Chapter Representatives.  Vacancies shall be filled for the unexpired term of the person being replaced.

Article VIII

Nominations and Election of Officers

Section 1.   Nominations for elected officers shall be made by the Nominating Committee.  Nominations may also be made by any member of the Society eligible to vote.  Nominations are to be made at the time specified in section 4 of this article.

Section 2.   The Nominating Committee shall have as its chairman the Vice-president, who shall select two other members of the Society and submit their names to the President for appointment to serve on the committee.

Section 3.   Each year after canvassing the chapters for suggested nominees, the Nominating Committee shall confirm one or more nominations for each office except the offices of President and Immediate Past-president.

Section 4.   The Nominating Committee shall report the names of the nominees to the Board at the fourth quarter Board meeting, and additional nominations by the Board or by petition or by any member eligible to vote may also be made at this time.  Additional nominations may include members of the Nominating Committee.   The ballot will be prepared and given to the Executive Director or Secretary, who will transmit the same to the voting members 35 days before the annual General Membership Meeting.

Section 5.    Election of officers shall be made annually by a plurality vote on individual letter ballots sent to all voting members of the Society in good standing.

Article IX

Meetings

Section 1.   The Society shall hold an Annual Meeting at such time and place as may be selected by the Board, which meeting shall be open to all members, their guests and exhibitors.

Section 2.   Special meetings of the Society may be called by the President or by a two-thirds vote of the Board or upon petition by thirty (30) members of the Society, or ten (10) percent of the membership, whichever is the smaller amount.

Article X

Headquarters

Section 1.   The location of the Headquarters of this Society shall be determined by the Board.

Article XI

Committees

Section 1.   Such committees as may be appropriate shall be established as provided in Bylaw 13.

Section 2.   The duties of the committees shall be defined in Bylaw 13.

Article XII

Amendments

Section 1.    Amendments to this Constitution may be proposed by: (a) a majority vote of the entire Board, (b) by a petition signed by not less than fifteen (15) percent of the members of the Society who are eligible to vote, or (c) by a majority vote of the Board members present at an official meeting of the Board, provided that the text of the proposed amendment shall have been mailed to all the members of the Board not less than (30) days prior to the day when the amendment shall be considered.  Amendments proposed by petition shall be submitted to and reviewed by the Board before being submitted to the Executive Director or Secretary for ballot.  The findings of this review may be transmitted to the members at the discretion of the Board.

Section 2.   Proposed amendments to the Constitution, together with a letter ballot, shall be mailed to each member eligible to vote.  In order to be counted, ballots shall be returned not later than (20) days after their mailing.

Section 3.   An amendment shall become effective only upon the affirmative vote of two-thirds (2/3) of the votes cast by the eligible members within the time specified in section 2 of this Article, provided that at least twenty-five (25) percent of the eligible members have voted.

Article XIII

Bylaws

Section 1.   The Board shall prepare and adopt a series of Bylaws which shall govern all procedures under this Constitution, including those of the Board and of the Committees.  The Bylaws may be amended by an affirmative vote of a majority of the Board present at an official meeting of the Board, provided that the text of the proposed amendment shall be mailed to all members of the Board at least forty-five (45) days before the meeting at which the vote on the amendment will be taken.

Article XIV

Effective Date

Section 1.   This Constitution shall become effective upon its adoption in the manner prescribed for voting on amendments and thereupon the previous Constitution, and prior amendments thereto are repealed.

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