Proposed Bylaws Changes
You vote on these, as BTVAR members!
Important Motions Made at the 7/21/26 Board Meeting
- Motion to Approve Bylaws Changes as presented for membership vote at the annual meeting in September. Second. Motion passed.
- Motion to Amend Policies & Procedures recommendation to remove specific month for the Annual Business Meeting. As well as provide building the President building key or access code in Section K. Second. Motion passed.
The Process of Bylaws Changes
ARTICLE XVI - AMENDMENTS
Section l. These Bylaws may be amended by a majority vote of the Members present and qualified to vote at any meeting at which a quorum is present, provided the substance of such proposed amendment or amendments shall be plainly stated in the call for the meeting, except that the Board of Directors may, at any regular or special meeting, of the Board of Directors at which a quorum is present, approve amendments to the Bylaws which are mandated by NAR policy.
So, basically….
Nominating Committee > Board Approval > Membership Approval at Annual Meeting
Recommended Changes by the Bylaws Committee, Approved by the Board of Directors
Recommendation #1:
Bylaws, Page 4
Section 1. Application – Line 4 - "himself" to "themselves,"
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Recommendation #2
Bylaws, Page 4
Section 2. Qualifications – Lines 13 & 14 – Addition of "and shall complete the mandatory Fair Housing training as specified in Article XIX. (Amended 05/05, Amended 09/19, Proposed 08/26)"
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Recommendation #3:
Bylaws, Page 15
- Section 3: Board of Directors – Line 3 – Removal of the word "and"
In addition to the current lettered list -
- (c.) "Board Diversity. No more than three (3) REALTOR® from the same firm may simultaneously serve on the Board of Directors. If an election causes Board of Directors to have more than three (3) members from one firm, the Principal Broker of that firm will determine which member will not serve. The Senior MLS representative cannot be removed and will serve.
(d.) Board Diversity. The Executive Committee with members being the Immediate Past President, President, President-Elect, and Secretary/Treasurer cannot be composed of more than two (2) REALTORS® from the same firm.”
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Recommendation #4
Bylaws, Page17
Article XII: Meetings – Section 1: Annual Meetings – Line 1 – Change "September" to "October": Board of Directors moved to amend this recommendation, removing mention of a month entirely.
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Recommendation #5
Bylaws, Page 18
Article XIII: Committees – Section 1: Standing Committees – To be added below the bullet points and before the Note:
"BTVAR Committees
- Education Committee
Broker Council Task Force
- Governmental Affairs Committee
RPAC Committee
- Industry Partner Committee
- Leadership Development Committee
- Membership Committee
New Member/Orientation Committee
- Programs Committee
Awards Task Force
- Community Outreach Committee
Public Relations Committee
(Proposed by Strategic Planning Committee 7/26)"
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Recommendation #6
Bylaws, Page 19 – Following Section 6
- "Section 7. Task Forces / Committees. The President-elect shall appoint from among the REALTOR® and Affiliate Members, subject to confirmation by the Board of Directors all Task Forces / Committees. The assignments and number of the Standing Task Forces / Committees can be changed by the Board of Directors as needed to achieve the goals and mission of the Association. (Proposed 07/26)
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End of Proposed Bylaws Changes.
Proposed Policy & Procedures Changes
The Board votes on these changes!
Once Bylaws changes are approved by membership, it is important that our P&P Manual echo those same changes.
Reflected here, you will note those changes, along with some additional clarification, the establishment of a Reserve Fund, and the development of a Succession & Continuity Plan.
The Process of Changing our Policy & Procedures Manual
A. Amendments
Any recommended changes, deletions, or additions shall be notified to the Board of Directors one week prior to a regularly scheduled Board of Directors meeting.
Amendments to the Policies and Procedures Manual will be copied, date of approval noted, and furnished electronically, to all members of the Board of Directors for the purpose of updating their copies of the manual. A copy of the original manual shall be distributed to the managing broker of each member-firm either by digital delivery or made available on the Association website.
Board-Approved Policy & Procedures Changes
Change #1
P&P Manual, Page 4
Officer's Responsibilities: A: President- Following "Recommend" policies to the Board of Directors.
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Change #2
P&P Manual, Page 9
From C. Other Committees: -
Education, Governmental Affairs, Leadership Development, Industry Partners, Membership, Program/Awards, Public Relations, RPAC, REALTOR of the Year.
- Education Committee – (Broker Council Task Force)
- Governmental Affairs Committee – (RPAC Committee)
- Industry Partner Committee
- Leadership Development Committee
- Membership Committee – (New Member/Orientation Committee)
- Programs Committee – (Awards Task Force)
- Community Outreach Committee – (Public Relations Committee)
(Proposed by Strategic Planning Committee 7/26)
- See the Committee Charter for full committee descriptions and composition.
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Change #3
P&P Manual, Page 10
Annual Membership Meetings – Line 1: Remove mention of a month.
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Change #4
Policy & Procedures Manual, Page 13
- Financial Reporting:
1.(Before the last sentence):
"These reports may be reviewed by any association member in person at the association office in the presence of the AE or designated board of directors’ member, with no copies or facsimile being made."
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Change #5
P&P Manual, Pages 14 and 15
- Other Financial Policies – 5. - Change $2,000 to $2,500;
and immediately following letter I., add:
“J. Operating Reserves Policy To ensure long-term stability of the Association, BTVAR shallmaintain an Operating Reserve Fund.
- Target Balance: The Association shall maintain liquid reserves equivalent to at least six (6) months of average operating expenses.
- Usage: Reserves may only be accessed in emergency situations (e.g., natural disaster, sudden loss of major revenue) upon a two-third vote of the Board of Directors.
- Replenishment: If reserves are drawn down, the Budget & Finance Committee must
present a plan to replenish the fund within 24 months.”
K. Leadership Succession & Continuity Plan In the event of the unplanned absence or incapacitation of the Association Executive (AE):
- Immediate Authority: The President or President-elect shall immediately assume temporary administrative oversight.
- Access: The President and Secretary/Treasurer shall have immediate access to all Association passwords, bank accounts, and critical files, which shall be stored in a secure, fireproof location or encrypted digital vault known to the Officers.
- Interim Management: The Board shall notify in writing and consult both Tennessee REALTORS® and Virginia REALTORS® to appoint an Interim AE or contract with a neighboring Association Executive or consultant within 10 business days to manage daily operations until a permanent replacement is hired.”
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Change #6
Page 18 – Bottom of the page, "Year" line: Change "2015" to "2026"
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End of Proposed Policies and Procedures Changes.