PURPOSE: Affiliates of the WVAGP (the “Association”) are groups of members and interested nonmembers who promote geospatial technologies and professions in West Virginia, and wish to be formally recognized and supported by the Association.
PHILOSOPHY: The WVAGP aims to promote the proliferation of geospatial technology and professions through Affiliate groups. Affiliates are intended to maintain engagement of geospatial users and encourage joining the WVAGP as members, but membership is not a requirement to participate in Affiliates.
SCOPE: This policy is for the implementation of Affiliates as described in Article IX of the WVAGP Bylaws, providing the procedure to create, maintain, and cancel Affiliates. Affiliates are not the same as Allied Members as described in Section 3.3 of the WVAGP Bylaws; Allied Members are intended to be representatives of independent associations who maintain a formal alliance agreement with WVAGP.
PROCEDURE:
1. Recognition of Affiliates. The WVAGP Board of Directors (“Board”) shall provide formal recognition of a group of members and interested nonmembers, hereby considered Participants, as Affiliates so long as the group achieves the following:
A. Request. A formal request of recognition shall be submitted to the association Secretary, providing a statement of purpose, a list of Participants, and suggested name(s) of the group. The request will be considered during the next meeting of the Board, if submitted at least five business days prior to the next regular meeting.
B. Approval. The Board shall vote to approve or disapprove recognition of an Affiliate by majority vote.
2. Affiliate Governance and Requirements
A. Participants. An Affiliate shall maintain at least three Participants, one of which is a current WVAGP member.
B. Positions. A Chair and Vice Chair position shall be assigned and maintained by the Affiliate. The Chair must be a current WVAGP member, and their duties are to provide meeting notes and reports to the Board of Directors. The Vice Chair shall serve in the Chair position in case of their absence.
C. Meetings. Affiliates shall hold at least one formal meeting per year, at a time that does not conflict with scheduled WVAGP business meetings.
D. Reporting. The Chair shall prepare a yearly summary to be included in the Association Annual Report and presented at the Annual Business Meeting.
E. Recommendations to Board. Affiliates may submit recommendations to the Board, but no formal vote by the Affiliate shall be recognized by the Board.
F. Budgetary Requests. All budgetary requests shall be subject to approval or disapproval by the Board and carried out by the Treasurer.
G. Recruitment. The Association may assist Affiliates in recruiting Participants through promotion in media and outreach channels.
H. Branding and Naming. Affiliates shall use the name approved by the Board and include provided WVAGP branding in graphics and other related materials promoting the Affiliate.
3. Cancelation of Affiliates. The Board shall retain the authority to cancel an Affiliate’s recognition by simple majority vote at any time if any of the below conditions are met. If an Affiliate has been canceled, all resources and records shall be returned to WVAGP as soon as possible. Affiliates may be reinstated by following the Recognition procedure in this Policy.
A. Violation of Law. Participants of the Affiliate violate any established law of the State of West Virginia or United States of America, or a Bylaw of the Association.
B. Requirements Not Met. The Affiliate fails to meet the requirements outlined in Procedure Section 2.
C. Formal Request. The Affiliate formally requests recognition to be canceled by the Board.
D. Declared Inactive. The Board declares the Affiliate inactive by two-thirds vote.
DISCLAIMER: The Board retains the right to approve or disapprove Affiliates and remains the policy authority of the Association and all groups that are part of the Association.
ENACTED ON: Jun 17, 2025