By-Laws

Article I. Name

The name of this Organization shall be the “Kentucky Association of Veterans Education Certifying Officials” (KAVECO).

Article II. Purpose

1. This Organization is established to meet the criteria as a charitable organization as described under section 501(c)(3) of the Internal Revenue Code. This Organization will meet this requirement through the following activities:

   1. Promote, support and deliver meaningful education within all branches of the Armed Services by encouraging educational institutions to be innovative and flexible in meeting their educational needs.

   2. Provide a forum for the discussion of current issues and planning for future programming.

   3. Review the concerns and problems brought before the Association and make recommendations to the appropriate agency or entity.

   4. Encourage cooperative and coordinated efforts leading to improved functioning of the Association and more efficient and effective educational services for Armed Services personnel and their family members.

   5. Recognize the achievements of those persons and organizations that have contributed to the advancement of educational opportunities.

2. This Organization’s mission is to:

   1. KAVECO was created to help educate and provide high-quality services to staff members at educational institutions across the Commonwealth of Kentucky who provide assistance to veterans and their family members that are using Veterans Benefits from the Commonwealth of Kentucky and the Department of Veteran’s Affairs.

   2. Members of KAVECO have the opportunity to network with colleagues, solve problems, seek advice, and mentor one another. KAVECO will also engage with local communities with the goal to continuously improve the services we provide to those who served in the U.S. Military.

Article III. Membership, Voting, and Dues

ACTIVE MEMBER

The active membership of the Organization shall be composed of persons associated with post-secondary educational institutions, government agencies, National Guard, or military service personnel whose organization is operating within the State of Kentucky and who are approved and directly involved with the administration of Military and Veterans educational programs. They shall pay annual dues and are entitled to all benefits, voting rights, and correspondence.

ASSOCIATE MEMBERS

Courtesy memberships shall be issued to VA-related Professional and educational personnel such as the Department of Veterans Affairs and the State Approving Agency. They shall pay no dues and are entitled to all correspondence, but have no voting rights and cannot hold office.

RETIRED MEMBERS

Former due paying members who wish to retire and remain active in KAVECO and its activities. They receive all correspondence, pay no dues, hold no office, and have no voting rights.

1. Membership shall be considered by institution.

2. Membership Termination

   1. If an Associate Member does not attend at least 2 meetings within a year, this member may have their membership terminated for the rest of the year.

   2. If an Associate Member has consecutively shown within 2 years of sporadic membership (2 per year), members should require approval from their immediate supervisor and 2/3 approval of the Executive Board.

3. Annual dues can be paid by individual or by institution. Individual dues are $30.00 annually for each individual. Institutional dues are $100.00 annually per institution. The year runs July 1 to June 30 and dues can be paid anytime during that year but are only good for that year.  The dues can be paid using the ARF (Annual Reporting Fee). 

4. Annual membership dues can be adjusted by the recommendation of the Membership and Marketing committee with approval by the Executive Board to be presented during the annual meeting. Changes to dues shall be ratified by general membership present during the annual meeting.

Article IV. Meetings

1. Organization meetings are conducted according to Robert‘s Rules of Order.

2. The Executive Board must meet in March and October of every year.

3. An Annual conference will be held every June.

4. Members of the Organization desiring to present a resolution at a meeting shall present the resolution in writing to the Executive Board at least 30 days prior to the scheduled annual meeting.

Article V. Executive Board and Board of Directors

1. The administrative responsibility of the Organization shall be vested in the President and the Executive Board.

2. The Executive Board shall consist of four (4) at large members and one (1) representative from each of the following institutions.

   1. One State Institution

   2. One State/Community Institution

   3. Public NCD (Non-College Degree)

   4. Private NCD (Non-College Degree)

   5. Private Institution

   6. Military Organization

   7. Lead Education Liaison Representative for Kentucky, ex officio

   8. Bureau Chief of the Kentucky State Approving Agency, ex officio

3. Executive Board responsibilities will include maintaining a viable budget for each membership year to include 75% of net revenues generated from the annual conference not to include membership dues to support future conferences. Annual conference fees are set by the Executive Board.

4. Executive Board Position Termination

   1. If an Executive Board member misses 2 meetings within a year their membership will be reviewed by the Executive Committee.

5. The Board of Directors shall consist of four (4) elected officers: President, Vice President, Secretary, Treasurer, and Event Planner.

6. Election of Board of Directors

   1. Eligibility: To be eligible for nomination, a person must have been a KAVECO member for at least one (1) year.

   2. Elections shall be conducted at the annual meeting.

   3. Nominations shall be solicited from the membership prior to the annual meeting, and from the floor at the annual meeting.

   4. The Board of Directors will be elected by ballot to serve until the close of the meeting at which their successors are elected.

   5. A majority of votes cast shall constitute an election.

   6. The term of office shall be two (2) years.

   7. The President, Vice President, Secretary, Treasurer, and Event Planner and members at large may be re-elected for a second consecutive term.

   8. Any elected Board of Directors member who fails to fulfill the duties or term of office will be replaced at the next general meeting through the election process.

   9. If the Presidency should become vacant prior to the completion of the fiscal year, the Vice President shall succeed to the office and shall serve the remainder of that term followed by the full term for which he/she was elected.

   10. If either the Vice-President, Treasurer or Secretary’s office should become vacant during the terms of office, the President shall, with board approval, appoint a successor from the current executive board to fill the vacancy until the next meeting, whereupon a special election would be held to fill the unexpired term.

   11. Other vacancies will be filled for the remainder of the year by the President with the approval of the Executive Board.

Article VI. Duties of Board of Directors

PRESIDENT

The President is chief executive officer of the Organization. The President is the principal officer of KAVECO. The President shall lead, oversee, and is ultimately responsible for all functions of the organization, ensuring its continued growth and development, continuity, and financial stability. This position is supported by the Vice President, the other Directors of the Board, the Executive Board, and the Committees.

The President shall assume this office after completion of one term as Vice President, and shall serve for a one-year term beginning July 1 of the fiscal year.  The President will serve for one-year as the Past-President after their term has expired.

Responsibilities include:

●  Strategic planning, execution, and analysis.

●  Signature authority on all legalities, contracts, and communications.

●  Approve the annual budget, audit reports, and material business decisions; being informed of, and meeting all legal and fiduciary responsibilities.

●  Ensure compliance with state, federal, Department of Veterans Affairs, and any other governmental agency and reporting requirements.

●  Lead and provide support for the Board of Directors.

●  Ensure adherence to By-Laws and policies.

●  Preside at the annual meeting, the meetings of the Executive Board and at any special meetings.

●  Appoint all standing and special committee chairs with the advice and consent of the Executive Board.

●  Ensure all expenditures of the Organization are properly authorized and sign check, as needed.

●  Work with the Secretary to ensure proper documentation is being created and managed.

●  Be an ex-officio member of all committees.

VICE PRESIDENT

The Vice President shall serve as principal assistant to the President as needed and plays various leadership roles within Kaveco. The Vice President assists the President in fulfilling the mission of the Organization, and acts in the President’s place in his/her absence. The position is supported by the other members of the Board of Directors, Executive Board, and the Committees.

The Vice President shall serve a one-year term succeeding to the Presidency.

Responsibilities:

●  Attend all board and executive meetings.

●  In the absence of the President, preside over meetings.

●  Assist the President with Strategic Planning, execution and analysis.

●  Assist the President in the administrative functions of the Organization.

●  Proposes policies and practices.

●  Approve annual budget, audit reports, and material business decisions; being informed of, and meeting all legal and fiduciary responsibilities.

●  Perform other duties as assigned by the President.

●      Assist other Board of Directors members with tasks when needed.

SECRETARY

The Secretary is responsible for ensuring that accurate and sufficient documentation exists to meet legal requirements, and to enable authorized persons to determine when, how, and by whom the Board of Directors’ business was conducted. In order to fulfill these responsibilities, and subject to the organizational By-Laws, the Secretary records minutes of meetings, ensures their accuracy and availability, submits various reports to the Board of Directors, maintains membership records, fulfills any other requirements of an officer, and performs other duties as the need arises and/or as defined in the By-Laws.

The Secretary shall serve a one-year term.

Responsibilities:

●  Attend Board meetings.

●  Maintain records of the Board of Directors and Organization.

●  Approve annual budget, audit reports, and material business decisions; being informed of, and meeting all legal and fiduciary responsibilities.

●  Work with the Treasurer and the President to ensure all proper documentation is being accurately submitted to the Internal Revenue Service.

●  Should the President or Vice President be unavailable, the Secretary shall be a designated signing officer for certain documents on behalf of the Organization.

●  Responsible for ensuring that documents necessary to maintain the Organization filed and up to date annually with the state of Kentucky.

●  Be responsible for recording and disseminating the minutes to the Board of Directors within 10 working days of each meeting.

●  Maintain the membership roster and correspondence file.

●  Maintain documents and registration forms on the official website.

●  Ensure all expenditures of the Organization are properly authorized and sign check, as needed.

●      May serve as one of two KAVECO bankcard holders and may sign bank documents after consultation with the President.

TREASURER

The Treasurer has primary responsibility for management and control of funds as well as the overall fiscal health of the Organization. The Treasurer works with the Board of Directors to ensure that proper records are maintained, and that they reflect the current financial condition of KAVECO. These records include cash, outstanding advances, investments, accounts receivable and other assets, accounts payable, and fund balances. The Treasurer also works with the Board of Directors to implement fiscal policy and procedures. Checks shall be generated by the Office upon the approval of the Board or the President.

The Treasurer shall serve a two-year term.  The books shall be audited immediately after the annual conference by a committee appointed by the outgoing President with the Treasurer serving as a member of this committee. At the end of the last term of the current Treasurer, the incoming Treasurer will also be a part of the audit committee.

Responsibilities:

●  Attend Board meetings.

●  Serve as a Chairperson for the Membership Committee.

●  Approve annual budget, audit reports, and material business decisions; being informed of, and meeting all legal and fiduciary responsibilities.

●  Create and maintain invoicing and receiving records.

●  Provide monthly, quarterly, and annual records and budgets to the Board of Directors.

●  Maintain all monies of the Organization, keeping an accurate record thereof.

●  Maintain a checking account and statements for KAVECO funds.

●  Ensure all expenditures of the Organization are properly authorized and sign check, as needed.

●  May serve as one of two KAVECO bankcard holders and may sign bank documents after consultation with the President.

●      Work with the Secretary to ensure fiduciary responsibilities are met with annual state and federal organizations.

EVENT PLANNER

The duties of the Event Planner has the primary responsibility for the development and maintenance of the KAVECO website and the planning and coordinating of events. The Event Planner works with the Board of Directors to ensure that KAVECO is portrayed professionally, and that public facing pages are accurate. The Event Planner works with the other Board of Directors members and Committee members with strategies and execution of marketing plans, collection and analysis of data.

Responsibilities:

●  Attend board meetings.

●  Serve as Chairperson for the Marketing Committee.

●  Approve annual budget, audit reports, and material business decisions; being informed of, and meeting all legal and fiduciary responsibilities.

●  Be the main point of contact to the KAVECO’s contracted webmaster for the provision and management of the website content, updates, and design.

●  Assists with Marketing initiatives.

●      Works with the President and Secretary to increase communication to members and public.

STANDING COMMITTEES

The standing committees of KAVECO shall assist in meeting the mission and Strategic goals of the Organization. As an agent of KAVECO, committee members will represent KAVECO with professionalism and uphold ethical standards. Committee members are non-voting, but should attend Executive Board meetings. Standing Committee members will engage in frequent interaction and communication with Executive Board Members and are responsible for timely results.

The standing committees of KAVECO shall include the following committees: Executive committee, Election committee, Membership and Marketing committee. The Chairperson for each committee shall be a voting member of the Board of Directors, whose position has delegated authority to preside over the committee. The President and the Executive Board shall have the power to appoint additional standing committees and such other committees (i.e., ad hoc task-force, etc.) as are appropriate for the Association.

1. The Executive Committee shall consist of the officers of the Association with the President serving as chairperson. This committee shall set dates for conferences, regular meetings, special meetings, and workshops, choose meeting places and set registration fees for all conferences.

2. The Election Committee will be responsible for presenting a slate of nominees to the General membership at the Annual Conference. The Election Committee consists of the Vice-President, Immediate Past President, and a member at large, to be appointed by the Vice-President. This committee will have the responsibility of counting ballots.

3. Membership and Marketing committee will consist of the Treasurer, the immediate Past President, and two Board members. Responsibilities include membership recruitment, advertising, sponsorships and appropriate activities necessary to support KAVECO.

Article VII. Amendments of By-Laws

1. By-Law revisions shall be subject to the approval of a simple majority of the general membership present at the annual meeting.

Article VIII. Dissolution

1. Upon the dissolution of the organization, assets shall be distributed for one or more exempt purpose within the meaning of Section 501(c)(3) of the Internal Revenue Code, or corresponding section of any future federal tax code, or shall be distributed to the federal government, or to a state or local government, for a public purpose.