Bylaws of the Northwest Vacation Rental ProfessionalsArticle I. Name Article II. Location of Headquarters Article III. Object Article IV. Members Section 2. Members. Members shall be vacation rental management companies in Alaska, Alberta, British Columbia, California, Hawaii, Idaho, Montana, Oregon and/or Washington. Each member company is entitled to one vote. Each member company shall designate a single representative who has voting power in general membership meetings. The representative may designate an alternate representative to vote on their behalf at any membership meeting. Such authorization must be submitted to the secretary of the organization prior to the start of the membership meeting. Proxy voting shall not be permitted. Section 3. Termination or Reinstatement. Members may be removed from membership or reinstated to membership by a two-thirds vote of the Executive Board as follows:
Section 4. Resignations. Members in good standing may submit resignations in writing to the Secretary. Section 5. Dues. The Executive Board may fix dues as it deems necessary to meet the budget of the association. All dues are payable to the NWVRP by April 1st of each even-numbered year. By paying dues a member is agreeing to abide by the NWVRP Core Documents. Section 6. Hold Harmless. All members of the NWVRP agree to the purposes of the association, and agree to hold harmless and indemnify the association and its officers for its work and decisions. Article V. Associates Section 2. Termination. Associates who are found to be violating the NWVRP Code of Ethics may be removed from Associate status by a two-thirds vote of the Executive Board. Section 3. Resignations. Associates in good standing may submit resignations in writing to the Secretary. Section 4. Rights. Associates are entitled to attend and network at all NWVRP events and may receive other benefits as determined by the Executive Board. Associates are not entitled voting rights or any Board representation. Section 5. Dues. The Executive Board may fix dues as it deems necessary to meet the budget of the association. All dues are payable to the NWVRP by April 1st of each even-numbered year. By paying dues an associate is agreeing to abide by the NWVRP Core Documents. Associate status is automatically forfeited if the dues remain unpaid thirty days after the due date. Section 6. Hold Harmless. All Associates of the NWVRP agree to the purposes of the association, and agree to hold harmless and indemnify the association and its officers for its work and decisions. Article VI. Affiliates Section 2. Termination. Affiliates who are found to be violating the NWVRP Code of Ethics may be removed from Affiliate status by a two-thirds vote of the Executive Board. Section 3. Resignations. Affiliates in good standing may submit resignations in writing to the Secretary. Section 4. Voting Privileges. Affiliates are not entitled to any representation or voting rights. Section 5. Dues. The Executive Board may fix dues as it deems necessary to meet the budget of the association. All dues are payable to the NWVRP by April 1st of each even-numbered year. Affiliate status is automatically forfeited if the dues remain unpaid thirty days after the due date. Section 6. Hold Harmless. All Affiliates of the NWVRP agree to the purposes of the association, and agree to hold harmless and indemnify the association and its officers for its work and decisions. Article VII. Officers Section 2. Duties
a) Calling for and presiding at all Membership and Executive Board meetings;
b) Providing a draft meeting agenda for same;
c) Making all appointments as authorized herein;
d) Signing checks and withdrawal slips on behalf of the Association in the temporary absence of the Treasurer or if the check is payable to the Treasurer;
e) Overall responsibility for developing programs, making sure the interests of the general membership are served and ensuring that plans and assignments get carried out;
f) Creating a long-term plan for the Association;
g) Request reports from committee chairs as required; and
h) Other duties as per Standing Rules.
a) Calling and presiding at all meetings when the Chair is absent or unable to fulfill duty;
a) Maintaining the records and correspondence of the association;
a) Establishing accounts only at financial institutions in Washington state approved by the Executive Board; Section 3. Nominations. A nominating committee of three Members shall be elected at the regular membership meeting prior to the biennial meeting, to nominate officer candidates for the election at the biennial meeting. Additional nominations shall be permitted from the floor at the biennial meeting. Section 4. Elections and Terms of Office. Officers shall be elected at the first biennial meeting for a term of two years or until their successors are elected; terms shall begin at the close of the biennial meeting. Elections shall be by ballot for any position with more than one nominee. Preferential voting as described in Robert’s Rules of Order Newly Revised shall be used if an election decision cannot be reached after a second ballot. Section 5. Term Limits. No member shall hold more than one office at a time, and no member shall be eligible to serve more than two consecutive terms in the same office. Section 6. Vacancies. The vice-president becomes president upon a vacancy in that office. A vacancy in any other office shall be filled by appointment of the executive board to serve the remainder of the term. Article VIII. Membership Meetings Section 2. Biennial Meeting. The regular membership meeting in April on even-numbered years shall be the biennial meeting at which officers and committees shall give biennial reports, and officer elections shall be held. Section 3. Special Meetings. Special membership meetings may be called with ten days notice by the President or by the Executive Board or shall be called upon written request of twenty-five percent of voting membership or 10 Members, whichever is less. Section 4. Quorum. Twenty-five percent of the Members shall constitute a quorum. Section 5. Location. All membership meetings of the association must take place in a state or province eligible to elect members to the Executive Board. Section 6. Notice of Membership Meetings. Notice of meetings of the members shall be delivered to members, either personally, by mail, by facsimile transmission or by electronic transmission, at least ten days and no more than 90 days before the meeting. Such written notice shall state the place, date and time of the meeting and, in the case of a special meeting, the purpose or purposes for which the meeting is called. If such notice is mailed, it shall be deemed delivered when deposited in the official government mail properly addressed to the member at his or her address as it appears on the records of the association with postage thereon prepaid. The association may deliver to a member notices, demands, consents or waivers by electronic transmission, if such member has consented to receive such electronically transmitted communications. The consent must designate the message format accessible to the member and the address, location or system to which the notices or other document may be electronically transmitted. Article IX. The Executive Board
All Board Member positions are for two-year terms or until their successor is elected. Vacancies for non-officer positions shall be filled by the Executive Board. Section 2. Board Duties and Power. The Executive Board shall have general supervision of the affairs of the association between its membership meetings. The Board shall be subject to the orders of the association, and none of its acts shall conflict with action taken by the association. Section 3. Regular Board Meetings. By resolution, the Executive Board may specify the date, time and place for the holding of regular meetings without other notice than such resolution. Section 4. Special Executive Board Meetings. Special Meetings of the Executive Board may be called with three days notice by the President and shall be called upon written request of two members of the Executive Board. A board member’s right to notice may be waived by any member. Notice of special meetings shall be delivered to the Executive Board members and non-voting representatives, either personally, by mail, by facsimile transmission or by electronic transmission, at least three days before the meeting. Such written notice shall state the place, date and time of the meeting and, in the case of a special meeting, the purpose or purposes for which the meeting is called. If such notice is mailed, it shall be deemed delivered when deposited in the official government mail properly addressed to the member at his or her address as it appears on the records of the association with postage thereon prepaid. Notices by electronic transmission must be delivered in accordance with Section 6 of this Article. Section 5. Quorum. A majority of the duly elected voting members of the Executive Board shall constitute a quorum. Section 6. Electronic Transmission. The association may deliver to a voting or non-member of the an Executive Board notices, demands, consents or waivers by electronic transmission, if such member has consented to receive such electronically transmitted communications. The consent must designate the message format accessible to the member and the address, location or system to which the notices or other document may be electronically transmitted. Article X. Committees Section 2. Core Documents Committee. Core Documents Committee of three members elected at the biennial meeting shall present recommended changes to the NWVRP Code-of-Ethics or to the NWVRP Standard Practices. Section 3. Nominating Committee. A Nominating Committee shall serve as prescribed in the article on Officers. Section 4. Membership Committee. A Membership Committee of three members elected at the biennial meeting shall serve to promote membership, review and present new member applications to Executive Board, and oversee the conduct of its members according to NWVRP Core Documents. Section 5. Marketplace Committee. A Marketplace Committee of 5 members shall oversee the NWVRP Marketplace, subject to Executive Board approval of budget and contracts. The Marketplace shall consist of those NWVRP members who pay the Board-approved Premium membership fees. The Marketplace Committee shall operate listing websites for Marketplace member properties. The Executive Board shall elect three (3) committee members from among the Marketplace members, and the Marketplace members shall elect two (2) additional committee members from among the Marketplace members, for two year terms beginning with the close of the NWVRP biennial meeting. Section 6. Special Committees. Special committees shall be appointed by the President as directed by the Executive Board or association. Section 7. Ex Officio Member. The President shall be an ex officio member of all committees except the Nominating Committee. Article XI. Parliamentary Authority Article XII. Amendment of Bylaws and Core Documents Article XIII. Secession Section 2. Departure. In order to complete current commitments to the NWVRP and receive member benefits still outstanding, any secession must be planned to take place at the end of any biennial membership term. To initiate this process, a letter of intention NWVRP signed by 3 members must be mailed to the NWVRP head office at least 180 days prior to the end of that biennial membership term. An electronic or mail vote will be conducted among all voting members in the proposed seceding state(s)/province(s) to confirm by majority vote the intent to secede and form a new association. Section 3. Process. Upon approval of the secession by the Executive Board by a majority vote, and setting the effective date of the secession, the Executive Board will notify the NWVRP membership that a new association is being formed and the effective date of the secession; and the bylaws will automatically be amended to reflect the new membership states/provinces effective that same date. The NWVRP will assist in helping to create new bylaws and other documents necessary to complete this formation as well as assisting in preparing for the founding convention. Adopted: October 27, 2010 FORMING COMMITTEE MEMBERS: Adopted: October 27, 2010
Bylaws Adopted: October 27, 2010—Marianne Brunner, Secretary for the Forming Committee of VRMA-WA
Provisos adopted with the Bylaw Amendments on January 23, 2020
Code of EthicsStandard Practices |