By Laws
FLORIDA VENUE MANAGERS ASSOCIATION
BYLAWS – June 2009
Note: At the Annual Meeting in June 2019, the members voted to change the name from Florida Facility Managers Association to Florida Venue Managers Association
GENERAL
Florida Venue Managers Association Bylaws as adopted or amended govern the business and conduct of Florida Venue Managers Association and its members.
ARTICLE I - NAME
This organization shall be known as the Florida Venue Managers Association1.
ARTICLE II - OBJECTIVES
Promote and develop professionalism in management and presentation of public assembly events.
Monitor legislative and governmental regulations.
Standardize business practices with promoters, presenter organizations, the public and vendors.
Cultivate professional relationships and cooperation among facility managers and presenters for the betterment of the citizens and visitors of the state.
Identify trends and develop cooperative solutions to industry challenges.
Provide programs focused on specific interests and needs of public assembly facilities and event presenters.
ARTICLE III - MEMBERSHIP
Active membership shall be open to any person who is primarily and actively engaged in the senior level management of either an existing or under construction arena, auditorium/theatre, stadium, convention/exhibit hall or outside amphitheater, or presenter organization of events, in the state of Florida. An applicant must be approved by the Association's Executive Officers (President, Vice President, Secretary/Treasurer and Immediate Past President).
Only those with the status of Active membership may vote on issues requiring a vote of the membership or in the election of the members of the Board of Directors.
Retired membership shall be open to any person who has retired from active management of a qualified public assembly facility or group/complex of such facility or presenter organization of events, has been an active member for at least 10 years and is no longer eligible to be an active member. A retired member may attend Association meetings but privileges of voting or holding office do not apply. Retired members are exempt from paying annual dues but are required to pay a registration fee to attend Association meetings when applicable. Individuals may apply for Retired Membership at any time once they become eligible. An applicant must be approved by the Association's Executive Officers (President, Vice President, Secretary/Treasurer and Immediate Past President).
Any Past President of this Association who is not an active member nor eligible to be an active member may continue as a lifetime member of the Association. Past Presidents may attend Association and Board of Directors meetings but privileges of voting or holding office do not apply. Past Presidents, as described in this paragraph, are exempt from paying annual dues but are required to pay the applicable registration fee to attend Association meetings when applicable.
ARTICLE IV - DUES
Dues for membership must be received by September 1 of each fiscal year. The Board of Directors of the Association shall determine the amount. If the annual dues are not paid on or before September 1 of the current fiscal year, delinquent members shall forfeit all rights and privileges of membership.
ARTICLE V - MANAGEMENT AND OFFICERS
A. Board of Directors
1. The management of the Association shall be vested in a Board of Directors who shall serve without compensation and must maintain active membership status while a member of the Board of Directors.
2. The Board of Directors shall supervise, control and direct the affairs of the membership, establish policies and programs, adopt budgets, approve disbursements of funds, set dues, establish fees and rates, and put forth its best efforts to promote the objectives and advancement of the membership.
3. The Board of Directors shall consist of the Executive Officers (President, Vice President, Secretary/Treasurer and Immediate Past President), five Members at Large and all Past Presidents who are active members of the Association.
4. The Board of Directors shall meet in conjunction with the annual conference and at such other times as they may select. A majority of the Board of Directors shall constitute a quorum for the purpose of a meeting of the Board. A meeting of the full membership shall be called upon unanimous consent of the Executive Officers, or upon written petition to the Board of Directors by 35% of the active membership.
5. Should the position of President, Vice President or Secretary/Treasurer and/or any of the Member at Large positions, become vacant for any reason, the Board of Directors may appoint an active member to fill that position until the next meeting of the membership, at which time a proper election shall be held to fill the balance of the term, if the term has not expired at the time of the election. Should the Immediate Past President position become vacant for any reason, the Past President who still has active membership and who most recently served as an Executive Officer shall fill the remainder of the term.
B. President
1. The President shall preside at all meetings of the Association and Board of Directors and appoint chairpersons and members of committees, as he/she deems appropriate.
2. The President shall communicate with the Board of Directors, the membership and others on matters of importance to the Association.
3. The President shall have the authority to approve the signing of Association checks by the Executive Director.
4. The President shall oversee the functions of the Executive Director and/or any other persons hired by the Association as directed by the Executive Committee.
5. The President is authorized to sign all contracts on behalf of the Association and may sign any checks in the absence of the Executive Director.
C. Vice President
1. The Vice President shall serve as a principal assistant to the President and perform such duties as directed by the President and may act on behalf of the President in the event of his/her absence or relocation to another state.
2. The Vice President shall assist in the planning and organization for the Association's annual meeting.
3. The Vice President shall be responsible to coordinate one one-day member/employee workshop to be conducted prior to December 1 of each year.
D. Secretary/Treasurer
1. The Secretary/Treasurer shall record the minutes of all Board of Directors and Association meetings and shall distribute the minutes of these meetings to the membership.
2. The Secretary/Treasurer shall write and distribute a minimum of two Association newsletters per year.
3. The Secretary/Treasurer shall provide a financial statement of the Association's financial affairs to the membership at the Association's annual meeting.
4. In the absence of the President and Executive Director the Secretary/Treasurer may sign checks on behalf of the Association for expenditures previously approved by the President.
E. Members at Large
The Members at Large shall attend Board of Directors meetings and shall have full voting privileges.
F. Elections and Terms of Office for the Board of Directors
1. Nominations: The President shall appoint a Nominating Committee which shall provide the Board of Directors its recommendations 14 days prior to the beginning of the annual meeting. The Nominating Committee shall present to the membership one or more candidates for each position up for election. Nominations may also come from the floor by a simple motion and seconding of the motion, by persons holding active membership, during the general business meeting at which the election will be held.
2. Voting and Determination of a Winner: Only those having an active membership classification may cast a vote in an election. Any person casting a vote must be present at the time of the election. There will be no voting by proxy or absentee ballot.
When there is only one candidate for a position that person shall be automatically declared the winner. When there are two candidates for a position the person receiving a majority of the votes cast shall be declared the winner. When there are three or more candidates for a position the person receiving a plurality of the votes cast shall be declared the winner.
3. The terms of the President, Vice President, Secretary/Treasurer and Immediate Past President shall be two years, starting at the conclusion of the annual meeting at which elections are held, except as provided for to fill a vacancy.
4. The terms of the Members at Large shall be one year, except as provided for to fill a vacancy, with the possibility for one additional consecutive one-year term. Each term shall start at the conclusion of the annual meeting at which the member is elected. In the event an active member is selected pursuant to Article V, section A, paragraph 5, to fulfill a vacancy created by the resignation or death of a Member at Large, such service shall not limit that persons eligibility to serve two consecutive one year terms through election by the membership.
5. The terms of each elected office shall not exceed one full term, except as otherwise provided in the Bylaws. A person may be re-elected to the Board of Directors after an absence of two years from serving as an Executive Officer or as a Member at Large, unless otherwise provided.
G. Succession of Officers
1. The President shall automatically become Immediate Past President at the conclusion of his/her term as President.
2. The Vice President shall automatically become President at the conclusion of the President's term or in the event the current President vacates the office for any reason. Should the office of President become vacant with twelve (12) months or less of the term remaining the Vice President filing the vacancy may continue to serve the full two years of the Presidency to which the Vice President may have otherwise succeeded to but for the creation of this vacancy. In no event shall a person serve more than thirty-six (36) consecutive months as President.
3. The Secretary/Treasurer shall automatically become Vice President at the conclusion of the Vice President's term or in the event the current Vice President vacates the office for any reason. Should the office of Vice President become vacant with twelve (12) months or less of the term remaining the Secretary/Treasure filing the vacancy may continue to serve the full two years of the Vice Presidency to which the Secretary/Treasurer may have otherwise succeeded to but for the creation of this vacancy. In no event shall a person serve more than thirty-six (36) consecutive months as Vice President.
4. In those instances where there is a vacancy in the office of President, Vice President and/or Secretary/Treasurer that exceeds twelve (12) months, the Board shall select an active member to fill the vacant position until the next regularly scheduled annual meeting of the association. However, when choosing a replacement for the office of President, the Board shall limit the selection to an active Past President. Then, at the next regularly scheduled annual meeting of the membership nomination for the vacant office or offices shall be made and the candidate(s) elected by the membership will serve the remaining twelve (12) months of the term. In these instances, an officer who may otherwise move up in the succession of officers will be eligible for nomination to fill this twelve (12) month vacancy, in as much as such election would only result in service in that office of a period not to exceed thirty-six (36) consecutive months. But, any person so elected who is not otherwise in line for succession will not be eligible to automatically succeed to the next higher office.
H. Executive Director
The Board of Directors may select, determine the compensation of and enter into a contract with an Executive Director. The Executive Director shall report to the President, carry out the duties as specified in said contract and provide additional services as mutually agreed upon with the President.
ARTICLE VI – ANNUAL BUSINESS MEETING
Unless otherwise ordered by a vote of the active members or by the Board of Directors, there shall be an annual business meeting of the Association and it shall be held in conjunction with the Annual Conference. The Board of Directors shall determine the location of the Annual Conference.
The annual business meeting shall be open. Voting is restricted to Association members in good standing.
At the annual business meeting, a majority of the voting members registered shall constitute a quorum.
ARTICLE VII - PARLIAMENTARY AUTHORITY
The latest edition of “Robert's Rules of Order” shall govern the conduct of meetings of the Association when not in conflict with these Bylaws.
ARTICLE VIII - FISCAL YEAR
The fiscal year of the Association shall be January 1 through December 31. 2
ARTICLE IX - AMENDMENTS
The Bylaws may be amended by a vote of two-thirds of the voting members present at the annual meeting.
1These Bylaws were amended in June 2019 to reflect the name change for the Association.
2These Bylaws were amended in June 2025 to reflect the name change for the Association.