Administrative Director Issues Important Guidelines

by Brigitte Jones

Official Notice

Pursuant to the provisions of Section 3b of Article IX (National Convention) of the BVA National Bylaws, all members of the Blinded Veterans Association in good standing are hereby notified that the BVA 67th National Convention will be held at the Hilton Galveston Island Resort, 5400 Seawall Boulevard, Galveston, Texas 77551, from Monday, August 20, through Thursday, August 23, 2012. Periodic updates regarding the convention will be posted regularly to the Convention page on the BVA website, www.bva.org/convention.html.

Bishop's Palace is Galveston's grandest and best known building. The Victorian Castle was cited by the American Institute of Architects as one of the 100 most important buildings in America. Photo courtesy of Galveston Island Convention and Visitors Bureau.

BVA members in good standing who wish to vote by proxy may request a form by writing or calling the Administrative Director at BVA National Headquarters no later than 45 days before the opening day of the 67th National Convention. Because the convention's opening day is August 20, the deadline for requesting a proxy form is July 6, 2012.

In compliance with Section 2c of Article IX, the proxy form must be completed and returned to BVA National Headquarters (Attn: Administrative Director). To be considered valid, the envelope containing the form must be postmarked no later than 21 days before the opening date of the convention. The due date is therefore July 30, 2012.

Significant Dates and Deadlines

1. Mid-May*--67th National Convention pre-registration package prepared and sent to printer.
2. Mid-May*--67th National Convention proxy forms mailed but only by request of national headquarters Administrative Director.
3. May 14 (no earlier than 100 days before convention, in this case 99 because May 13 is a Sunday)--Earliest date to mail pre-registration package and official convention notice to potential attendees.
4. May 22 (no earlier than 90 days before convention)--Earliest date to distribute ballots to district members for regular elections in Districts 1 and 2 and for special elections in Districts 4 and 6.
5. May 22 (no later than 90 days before convention)--Envelopes containing proposed bylaw amendments must be directed to national headquarters and postmarked.
6. May 22 (no earlier than 90 days before convention)--Earliest date to mail proposed bylaw amendments to members in good standing.
7. May 22 (90 days before convention and 60 days following original mail call referred to above)--Nominations for regular elections of Directors of Districts 1 and 2, and for special elections in Districts 4 and 6, due at national headquarters.
8. June 6 (no later than 75 days before convention)--Latest date to mail pre-registration package and official convention notice from national headquarters
9. June 11 (no later than 70 days before convention)--Latest date for national headquarters to mail ballots for regular elections of Directors of Districts 1 and 2 and for special elections of Directors of Districts 4 and 6.
10. June 15*--National headquarters mails annual financial report forms (three copies) to treasurers of regional groups.
11. July 6 (no later than 45 days before convention)--Ballots for regular elections of Directors of Districts 1 and 2, and for special elections in Districts 4 and 6, must be postmarked no later than midnight.
12. July 6 (no later than 45 days before convention)--Latest date to mail proposed bylaw amendments to members in good standing.
13. July 11 (no later than 40 days before convention)--Regional group meetings to elect convention delegates must be held. Meeting notices must be mailed to the group membership and national headquarters at least ten days prior to the meeting.
14. July 16 (35 days before convention)--National headquarters counts election ballots for regular election of Directors of Districts 1 and 2 and special elections in Districts 4 and 6.
15. July 30 (21 days before convention)--Completed delegate credentials forms and proxy forms must be postmarked no later than midnight.

Requirements for Good Standing

Article XIV of the BVA National Bylaws outlines the criteria by which regional groups are deemed in good standing for national conventions. Groups must accordingly accomplish the following:
1. Meet at least once during the BVA fiscal year July 1-June 30 and submit a copy of the minutes to national headquarters within 60 days of such meetings (Section 13a).
2. Submit an annual financial statement to the Administrative Director on forms provided for that purpose no later than September 30 (three months following the end of FY 2012).
Regional group officers should review the status of their groups to ensure that the above requirements have been met. Doing so will ensure that all BVA delegations are appropriately seated at the convention.

Delegates, Alternates, Credentials Forms

Article XIV of the BVA National Bylaws specifies that all regional groups intending to send a delegate to Galveston Island must also hold a meeting to elect and instruct the individual.

Groups must inform all of their members in good standing, in writing, of the date, time, location, and purpose of the meeting, which must be held no later than July 11, 2012. Notice of the meeting must be distributed to the regional group members no less than 10 days before convening.

A copy of the notice must be forwarded to BVA National Headquarters at the same time the notice is distributed to the members. Failure to do so will disqualify the group's delegation from official seating at the convention.

The official BVA credentials forms were mailed in triplicate on blue-colored paper to all regional group officers on April 13. The credentials must also be completed in triplicate, which includes a signature with date by both the regional group president and secretary. One copy should be provided to the elected delegate. A second copy must be mailed to BVA National Headquarters and postmarked no later than July 30, 2012. A third copy should be placed in the regional group files.

Regional groups must also elect alternate delegates to the national convention at the same meeting. In addition, each regional group to be represented should elect an individual to the Bylaws and Resolutions Committee. The representative's name should be placed in the appropriate blank at the bottom of the second page of the credentials form.

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