(Amended 1 August 2024)
ARTICLE I. Name and Office
Sec. 1. Name. The name of this organization shall be League of Women Voters of Lynchburg, hereinafter referred to in these bylaws as LWVLY. This League is an integral part of the League of Women Voters of the United States and of the League of Women Voters of Virginia.
ARTICLE II. Purposes and Policy
Sec. 1. Purposes. The purposes of the LWVLY are to promote political responsibility through informed and active participation in government and to act on selected governmental issues.
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Sec. 2. Political Policy. The League shall not support or oppose any political party or any candidate.
Sec. 3. Diversity, Equity and Inclusion. LWV is an organization fully committed to diversity, equity and inclusion in principle and in practice. Diversity, equity and inclusion are central to the organization’s current and future success in engaging all individuals, households, communities, and policy makers in creating a more perfect democracy.
ARTICLE III. Membership
Sec. 1. Eligibility. Any person who subscribes to the purposes and policy of the League shall be eligible for membership.
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Sec. 2. Types of Membership.
a. Voting Members. Persons at least 16 years of age who join the League shall be voting members of local Leagues, the state League and the LWVUS:
(1) those who live within an area of a local League may join that League or any other local League;
(2) those who reside outside the area of any local League may join a local League or shall be state members-at-large;
(3) those who have been members of the League for 50 years or more shall be life members excused from the payment of dues.
b. Associate Members. All others who join the League shall be associate members.
ARTICLE IV. Officers
Sec. 1. Election, Qualifications and Term. At least two executive officers including at least one President (e.g., one President and one Vice President or another configuration as determined by the Board and approved by membership), one Secretary, one Treasurer, and one Communications officer may be elected for terms of 2 years by the general membership at an Annual Meeting and take office on July 1st following the Annual Meeting. The President should be elected in odd-numbered years and a second executive officer in even-numbered years.
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Sec. 2. The Co-Presidents. The (co-)president(s) shall have such powers of supervision and management as customarily pertain to the office; shall preside at all meetings of the organization and of the board of directors or designate another person to do so; shall be, ex officio, a member of all committees except the nominating committee; shall appoint an elected member of the board to sign with the president, all contracts and other such instruments when so authorized by the board; may, in the absence or disability of the treasurer, sign or endorse checks, drafts and notes; and shall perform such other duties as the board may designate. The co-presidents shall serve a term of two years.
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Sec. 3. The Vice President. The vice president, shall, in the event of the absence, disability, resignation or death of the (co-)president(s), possess all the powers and perform all the duties of that office. In the event that the vice president is not able to serve in this capacity, the board of directors shall fill the vacancy from among the elected directors.The vice president shall perform such other duties as the president and board may designate. The vice president shall assume the position of co-president after a one-year term as vice president. Members who stand for election must affirm their intention to remain members in good standing for their three-year term as vice president and then co-president.
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Sec. 4. The Secretary. The secretary shall keep or cause to be kept minutes of convention, council and of meetings–whether in-person or electronic--of the board of directors and executive committee and present them to the board for approval at its next meeting. The secretary shall notify all officers and directors of their election. The secretary shall perform such other duties as customarily pertaining to the office. The secretary shall serve a term of two years.
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Sec. 5. The Treasurer. The treasurer, or a duly appointed assistant, shall collect and deposit all moneys received. The treasurer shall be the custodian of these moneys, shall deposit them in financial institutions designated by the board of directors, and shall disburse the same in accord with the adopted budget or upon order of the board of directors. The treasurer shall present periodic statements to the board at its regular meetings and an annual report to the convention or council. The books of the treasurer shall be reviewed when a new treasurer takes office and no less frequently than biennially and a report presented to the board at its next meeting. The treasurer shall serve a term of two years.
ARTICLE V. Board of Directors
Sec. 1. Selection, Qualifications and Term. All Directors shall be voting members of the LWVLY.
Elected Directors. All officers are elected Directors. There shall be no fewer than five and no more than seven elected Directors. The elected Directors shall take office on July 1 following the Annual Meeting in which they are elected and serve for the duration of the term specified in Article IV, Sections 1-5 or until their successors have been elected and qualified.
Appointed Directors. The elected Board members shall appoint such additional Directors, not exceeding seven, as they deem necessary to carry on the work of the League. The number of appointed Directors, except in the case of appointed Co-Directors, is set forth below. The terms of office for the Appointed Directors shall be two years and shall expire June 30.
Appointed Co-Directors. The elected Board members may appoint two Co-Directors to fill one appointed Director vacancy, and these shall be counted as filling one numerical vacancy. Appointed Co-Directors shall be subject to the same restrictions set forth in Section 6 of this Article. The terms of office for appointed Co-Directors shall be the same as for appointed Directors.
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Sec. 2. Vacancies. Vacancies other than the co-presidency may be filled, until the conclusion of the original term, by vote of the remaining members of the board. Three consecutive absences by Board members of any meeting without a valid reason shall be deemed a resignation.
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Sec. 3. Powers and Duties.
The board of directors shall have full charge of the property and business of the organization with full power and authority to manage and conduct the same, subject to the instructions of the general membership.
The board shall plan and direct the work necessary to carry out the Programs as adopted by the National Convention and Council, the State Convention and Council, and LWVLY’s Annual Meeting.
The board shall create and designate such special committees as it may deem necessary.
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Sec. 4. Regular Meetings. There shall be at least four regular meetings of the board of directors annually.
Sec. 5. Special Meetings. Either co-president may call special meetings of the Board of Directors, and shall call a special meeting upon the written request of three members of the Board.
Sec. 6. Quorum. A majority of the members of the board shall constitute a quorum. Appointed co-directors sharing a director position shall cast one vote between them. Participation by any means of communication in which the director is able to hear and communicate, shall constitute presence in person at a meeting.
Sec. 7. Executive Committee. An executive committee composed of the co-presidents, the vice president, the secretary and the treasurer shall make decisions between regular board meetings on matters that require immediate attention. Three members of the Executive Committee shall constitute a quorum. The committee shall keep minutes and report to the board at its next meeting on all actions taken.
Sec 8. Electronic Meetings. Regular and special meetings of the board of directors and executive committee may be conducted by electronic means, such as telephone conference calls, video conferencing, or e-mail.
ARTICLE VI. Financial Administration
Sec. 1. Fiscal Year. The fiscal year of the LWVLY shall be from July 1 through June 30 of the subsequent year.
Sec. 2. Financial Support.
a. Financial responsibility for the work of the League as a whole shall be assumed annually by the membership
b. Annual dues in an amount determined by the membership at the Annual Meeting shall be payable on the first day of the fiscal year. Any member who fails to pay the dues within six months after they have become payable shall be dropped from the membership rolls. New members joining three months or less before the beginning of the fiscal year shall be billed immediately only for the full amount for the next fiscal year. Transferees from the other Leagues who were current in their dues shall not be billed until the next regular dues period.
Sec. 3. Budget. The board of directors shall submit to the general membership at the Annual Meeting for adoption a budget for the next fiscal year, specifying the per member payment rate.
Sec. 4. Budget Committee. The budget shall be prepared by a committee that shall be appointed by the Board of Directors for that purpose at least two months before Annual Meeting. The treasurer shall be, ex officio, a member of the budget committee but shall not be eligible to serve as chair.
Sec. 5. Distribution of Funds on Dissolution. In the event of the dissolution of the LWVLY, all moneys and securities that may at the time be owned by or under the absolute control of the LWVLY shall be paid to the League of Women Voters of Virginia, after the Board of Directors has paid or made provision for the payment of all the liabilities of the League of Women Voters of Lynchburg. All other property of whatsoever nature, whether real, personal, or mixed that may at the time be owned by or under the control of the LWVLY shall be disposed of by any officer or employee of the organization having possession of same to such person, organization, or corporation for such public, charitable or educational uses and purposes as the board of directors in its absolute discretion may designate.
ARTICLE VII. Meetings
Sec. 1. Annual Meetings. An Annual Meeting shall be held prior to July 1. Ten percent of members shall constitute a quorum at all meetings of LWVLY, and participation may be in person, via telephone, or electronic means. During the Annual Meeting, members shall: adopt a local Program for the ensuing year,
elect Officers, Directors, and Nominating Committee members, adopt a budget for the ensuing year, and
transact such other business as may properly come before it.
ARTICLE VIII. National Convention, State Convention and State Council
Sec. 1. National Convention. The Board of Directors at a meeting before the date on which the names of delegates must be sent to the National office shall select delegates to that Convention or Council in the number allotted to LWVLY.
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Sec. 2. State Convention. The Board of Directors at a meeting before the date on which the names of delegates must be sent to the State office shall select delegates to that Convention or Council in the number allotted to LWVLY.
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Sec. 2. State Council. The Board of Directors at a meeting before the date on which the names of delegates must be sent to the State office shall select delegates to that Convention or Council in the number allotted to LWVLY.
ARTICLE IX. Nominations and Elections
Sec. 1. Nominating Committee. The nominating committee shall consist of five members, of whom three shall not be members of the board. One of the three shall be nominated as Chairperson. Promptly after the Annual Meeting, the board shall appoint two of its members to the committee. Vacancies shall be filled by appointment by the board.
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Sec. 2. Report of Nominating Committee. The Nominating Committee shall present to the general membership its recommendation for the upcoming Board slate of Directors, to be voted on at the Annual Meeting. Immediately following the presentation of this report, nominations may be made from the floor by any voting member, provided the consent of the nominee shall have been secured.
ARTICLE X. Program
Sec. 1. Authorization. The governmental principles adopted by the National Convention and supported by the League as a whole constitute the authorization for the adoption of the Program.
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Sec. 2. Program. The program of the LWVLY shall consist of action to implement the Principles and those state governmental issues chosen for concerted study or concurrence and action by the general membership. Information on governmental issues designed for member information and education may be prepared and disseminated by the board at any time.
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Sec. 3. Member Action. Individual members may act in the name of LWVLY only when authorized to do so by the Board of Directors. They may act only in conformity with, or not contrary to, a position taken by the LWVLY, the League of Women Voters of Virginia and the League of Women Voters of the United States.
ARTICLE XIII. Parliamentary Authority
The rules contained in the current edition of Robert's Rules of Order Newly Revised shall govern the organization in all cases to which they are applicable and in which they are not inconsistent with these bylaws.
ARTICLE XIV. Amendments
These bylaws may be amended at any time by a two-thirds vote of the voting members, provided that the amendments were submitted to the membership in writing at least one month in advance. Voting may take place in person or via mail or electronic means.