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2021 PILA Auction

Constitution & Bylaws

Constitution

ARTICLE I: 

Name: Public Interest Law Association
Address: University of Virginia School of Law
580 Massie Road
Charlottesville, VA 22903

ARTICLE II: Purpose. 

PILA is a non-profit organization dedicated to the promotion of public interest law at the University of Virginia School of Law. Toward this end, PILA sponsors various events to create a supportive community of students interested in pursuing public interest law as a career or on a pro bono basis, to nurture the development of public interest law, and to educate the community at large of the importance of public interest legal work. Some of the events that PILA sponsors raise funds toward public interest law summer fellowships (known as PILA Grants). These grants are distributed to first- and second-year law students at the University of Virginia School of Law who are pursuing qualifying public sector employment and have demonstrated strong commitment to public service through pro bono and public service hours. 

ARTICLE III: Membership. 

PILA considers all currently enrolled law students who participate in PILA functions, and who support public service legal careers and other legal pro bono work, as members. All currently enrolled law students who have received PILA Grants are automatically considered members of PILA.

ARTICLE IV: Non-Discrimination.

PILA does not restrict its membership, programs, or activities on the basis of age, color, disability, gender identity, marital status, national or ethnic origin, political affiliation, race, religion, sex (including pregnancy), sexual orientation, veteran status, and family and genetic information.

ARTICLE V: Managing Board of Directors. 

All Directors participate in the creation, revision, and administration of PILA policy. Directors must be officially registered students at the University of Virginia School of Law. Positions are set forth and described below, and may be added or amended as the Board deems necessary. More specific descriptions may be included in the PILA Bylaws. Managing Board positions include:
 
1. President (1). The President shall manage the administrative affairs of PILA in an organized and efficient manner. To this end, he or she shall institute and facilitate internal policies and practices that ensure the operation of PILA in a professional manner. The President shall also maintain the institutional records, files, and correspondence of PILA. The President shall keep track of the number of hours worked by grantees as well as enforcing grant forfeiture repayment policy. He/she also runs the Board selection process. In addition, the President shall act as general representative of PILA when necessary and appropriate.

  1. Vice President/ Treasurer (1). The VP/Treasurer shall oversee all matters related to accounting of PILA finances in a responsible, efficient, and accurate manner. The VP/Treasurer shall keep the Board informed periodically of all funds and resources available to PILA and shall prepare appropriate financial reports whenever necessary. In addition, the VP/Treasurer shall maintain all financial records, files, and correspondence relating to PILA expenditures and receipts.

  2.  Auction Directors (7). The Auction Directors shall coordinate, promote, and manage all aspects of the annual Benefit Auction fundraiser. It is at the discretion of the Auction Committee or the outgoing Managing Board of Directors to select a Lead Auction Director. The entire Auction Committee shall keep the Board regularly informed of the status of the Auction throughout the year, including Auction expenses, and shall maintain all Auction records and files. In addition, the Auction Directors shall continually research and implement improvements to the Auction and its planning process.

  3.  Grants Director (1). The Grants Director shall coordinate and oversee the PILA Grant selection and disbursement processes for first- and second-year law students. The Disbursement Director shall, with the Public Service Center and Law School Foundation, obtain information necessary to propose an appropriate value for fellowships and other disbursement policies, and represent PILA during the grant award process. The Grants Director shall maintain accurate records of the number and status of grant recipients, keeping the Board apprised of such information. 

  4.  Membership Directors (8). The Membership Directors shall propose and organize events to create a supportive community of students to encourage and educate about the pursuit of public interest law as a career or on a pro bono basis. It is at the discretion of the Membership Committee or the outgoing Managing Board of Directors to select a Lead Membership Director. The Membership Directors shall organize forums for students interested in public interest law to meet each other and discuss issues involving public interest law. The Membership Directors shall lead and oversee the 1L Representatives Committee and will implement and oversee other Membership Committees. The Membership Directors shall also lead and oversee the public service mentoring program. The Membership Committee shall oversee the organization and implementation of the Alternative Spring Break program. The Membership Committee’s programming may include revenue-raising events.

    ARTICLE VI: Elections.

    1.Eligibility.All applicants for Board positions must be registered as law students at the University of Virginia. Rising second- and third-year law students are eligible for all Board positions, except that there shall be a strong preference that both the second- and third-year classes be represented on the Board.  In addition, there shall be a strong preference that the Board contains members from diverse student groups and programs.  Individuals who have not made a good faith effort to satisfy outstanding obligations to PILA may be deemed by the Board to be ineligible for a Board position. 
     
    2. Terms of Office. The term of office for all Board members shall officially be a term of fourteen months, spanning from March/April of the election year to May of the following year.

    3. Transition Period. The period from March/April to May shall be deemed a transition period where the outgoing Board finishes its responsibilities and the incoming Board begins to assume operational control. During the transition period, the outgoing Board retains responsibility for the Pledge Drive, the current year’s Disbursement Process, Admitted Students Day, and current committees. During this period, the two Boards shall meet together, with the incoming Board assuming control of all other areas of PILA activity. Both incoming and outgoing Board members shall have an equal vote during this period.

    4. Procedure for Election. Applications for Board positions shall be made available to all members of the law school community. The current Board of Directors shall select new Board members from the pool of applicants by either voice vote or secret ballot.

    5. Procedure for Removal. If three or more Board members feel that a Board member is not performing his or her duties adequately, the matter shall be discussed at the next full Board meeting. Written notice shall be given to the Board member in question at least seven days prior to the discussion of the matter. A Board member shall be removed from office if after discussions of the matter, 2/3 or more of the Board vote for removal.

    6. Resignation from Board. If a Board member wishes to resign from office, he or she shall be required to continue his or her duties until a suitable replacement has been made.

    7. Interim Elections. If a Board member is voted out of office or resigns, a call may immediately be made to the members of PILA and the general student body to find a replacement. The Board may expediently select a new Board member from all eligible applicants. Any new Board member’s term shall expire in May of the current school year.

    ARTICLE VII: Committees. 

    The Board may create temporary or standing committees. Once created, such committees shall meet and conduct business regularly and report the status of their activities to the Board. Committees may be created or abolished by a majority vote of the Board. Committee membership may consist of any law students eligible for membership in PILA. PILA committees may include, but are not necessarily limited to, the following:

  5.  Auction Committee(s). One or more Auction Committee(s) may be created as needed. The committee will usually consist of the Auction Directors and students who want to help with the Auction. The committee(s) will usually, but need not, consist of one or more Auction Directors. However, one or more Auction Directors must oversee the Committee(s). The Committee(s) must ensure that their activities and goals are consistent with PILA’s mission.

  6.  Membership Committee(s). One or more Membership Committee(s) may be created as needed. The committee will usually consist of the Membership Directors and students who want to help with Membership activities. The committee(s) will usually, but need not, consist of one or both Membership Directors. However, one or more Membership Directors must oversee the Committee(s). The Committee(s) must ensure that their activities and goals are consistent with PILA’s mission. The Committee(s) may engage in fundraising activities as appropriate.

  7.  First-Year PILA Committee. At least one Representative from each 1L section shall be chosen to represent the section on the First-Year PILA Committee. The Committee will meet as needed. The Representatives will disseminate information to their sections, solicit Auction donations, and participate in other activities to foster the public service community at University of Virginia School of Law. The Membership Directors shall oversee the Committee. The Board shall decide the structure for the following school year before leaving for the summer and communicate it to relevant parties, including the Head Peer Advisors.

    ARTICLE VIII: Meetings.

    1. Board of Directors. The Board of Directors shall have regular meetings, preferably once per month, but no less than twice per semester.

    2.Quorum.At least 2/3 of the Board of Directors must be present to constitute a quorum for a transaction of PILA business.

    3. Membership Meetings. General meetings of the members may be called at any time, with sufficient advance notice.

    ARTICLE IX. Finances. 

    The VP/Treasurer shall account for all PILA finances. Directors who oversee fundraising events must submit a financial summary of each event they conduct to the VP/Treasurer and other Board members who request it. The VP/Treasurer shall work closely with the Law School Foundation Treasurer to obtain information regarding other monies NOT associated fundraising activities, including but not limited to: interest payments, IOLTA money, Equal Justice Works (formerly NAPIL) subsidies, matching funds, and forfeited grants.

    1. Dues. No dues shall be required of any Board member or general member of PILA.

    2. Financial Records and Accounts. PILA’s fiscal year shall begin on March 15. All monies collected in the fiscal year ending March 14 shall be used to fund PILA Grants for the upcoming summer, as well as expenses incurred during that fiscal year. The VP/Treasurer shall maintain records of the yearly revenue and expenses of PILA, reconciling these records with those kept by the Law School Foundation.

    3. Deposits. Revenue collected from all fundraising activities and donations from any source shall be immediately deposited with the VP/Treasurer. The VP/Treasurer shall record such revenue and deliver it to the Law School Foundation Treasurer immediately.

    4. Procedures for Expenditures. Proposed expenditures (other than minimal copy expenses and basic office supplies) shall be presented to and approved by the PILA VP/Treasurer, President, and relevant Board members prior to making such expenditures. The Director requesting such expenditures shall make a complete record of all expenditures for fundraising, social, and all other PILA events.

    5. Report of Expenses. The VP/Treasurer shall prepare a summary of all major expenses as they are incurred, and report this information at each regular Board meeting.

    ARTICLE X: Amendments. 

    Proposed amendments to this Constitution shall be presented in writing at or before any Board meeting. The proposed amendments shall be discussed and any necessary revisions to the proposed amendments shall be made. After the initial meeting, a written copy of the proposed amendments shall be distributed to all Board members, along with written notice of the date of the final vote. The notice of vote and copy of the proposed amendment must be given to all Board members at least four days prior to the date of the final vote. Proposed amendments shall be adopted by a 2/3 vote of the Board of Directors. Board members may vote by proxy if they are unable to attend the meeting.

    ARTICLE XI: Bylaws. 

The Board may adopt and amend bylaws for the efficient administration of PILA policies. Bylaws may be adopted or amended by a majority vote of the Board, where a quorum is present. To be considered for adoption or amendment, a proposed bylaw must be presented in writing by a Director, to every Board member at or before any Board meeting. If a quorum is present, the Board may vote on the proposed bylaw at the initial meeting. If a majority of the Board chooses to vote on the proposed bylaw at a later meeting, written notice of the date of the vote must be given to all Board members at least three days prior to the meeting. Board members may vote by proxy if they are unable to be present for the final vote.

ARTICLE XIII: Awarding PILA Grants. 

Students shall receive a PILA Grant if they meet the requirements set forth in the Bylaws for receiving a grant.

Approved November 2015.

Amended September 16, 2020.

Bylaws

PILA Grants:

  1. Students shall receive a PILA Grant if they:
    1. Obtain qualifying public interest employment;
      1. “Qualifying public interest employment” shall be defined as a non-paying or low-paying position in which students serve the public interest, which shall be conceived broadly.
      2. The following shall NOT meet the definition of “qualifying public interest employment:”
        1. A research assistant position for a university professor;
        2. A judicial internship or clerkship;
        3. Partisan political campaign work.
      3. Final determination of whether employment qualifies shall be a joint decision of PILA and the Public Service Center.
    2. Complete of required Public Service and/or Pro Bono hours (80 hours for 2Ls, 1L and 2L years combined, no more than 10 of which may be Public Service hours; 40 hours for 1Ls and transfer 2Ls, no more than five of which may be Public Service hours); AND
      1. Public Service and Pro Bono hours are defined as follows:
        1. Public Service Hours: Uncompensated hours during the academic year (including fall, winter, and spring breaks) spent volunteering in non-profit or governmental activities that directly benefit disadvantaged populations, the environment, animals, or the broader community beyond the university, including hours spent doing charitable work through a student organization.
          1. Examples of Hours That Qualify:
            1. Tutoring or mentoring disadvantaged populations.
            2. Volunteer work with city agencies or local non-profits other than UVA (e.g. trial maintenance for Charlottesville Parks and Recreation; volunteering at the Humane Society; building for Habitat for Humanity).
            3. Soliciting donations for a charitable cause or event where a majority of the net proceeds are donated to charity (e.g. raising money for natural disaster relief or disease research).
            4. Charitable or educational work through a student organization (e.g., teaching kids through Street Law, election monitoring through LawDems or Law Republicans).
            5. Organization and coordination of activities that qualify as pro bono or public service hours (e.g. organizing for Alternative Spring Break).
          2. Examples of Hours that DO NOT Qualify:
            1. Activities which primarily benefit law students or others in the UVA community (e.g. planning or attending student events, fundraising for an organization’s general fund, attending general meetings or social gatherings of student organizations).
            2. Partisan activities (e.g. canvassing for a candidate, fundraising for a political party, lobbying).
            3. Hours completed during the summer when school is not in session.
            4. Hours that are already counted as pro bono hours.
          3. Pro Bono Hours: work that qualifies under the Pro Bono Program’s definition of pro bono:
            1. Law-related work;
            2. Supervised by a licensed attorney or law school faculty member;
            3. For a nonprofit organization, government office or agency, or private law firm providing pro bono services to under-represented people or groups;
            4. Not for academic credit or financial compensation; and
            5. Undertaken during the academic year, which includes winter break and spring break projects.
    3. Submit a brief essay explaining their commitment to public interest work.
    4. The Disbursements Director and the Public Service Center shall be responsible for jointly setting the dates by these criteria must be completed. Failure to complete the requirements by the deadlines set shall be grounds for denial of a PILA Grant.
  2. Students participating in the Law and Public Service Program shall receive a PILA Grant provided that they obtain qualifying employment, notwithstanding the other requirements of Section 1(a).
  3. Students who provide satisfactory documentation that they will complete the requirements by the appropriate deadlines on the date of application shall receive a conditional approval for a grant, contingent on their timely completion of the requirements.

PILA Grants Honor Pledge:

  1. PILA Grant applicants recipients shall sign an Honor Pledge to:
    1. Work at least 400 hours in a public interest position during the summer; AND
    2. Receive no more than $10,000.00 in earnings from public interest employment, and return any amount in excess of that total; AND
    3. Complete a written evaluation of the position at the beginning of the next academic year; AND
    4. Do one of the followingAbide by the following PILA Point requirements:
      1. 2Ls: 
        1. Volunteer for PILA for at least 15 points by the end of the following academic year (at least 8 of which must be on the Auction; 1 hour on the Fall Book Sale; 1 hour on the Spring Book Sale; and we strongly encourage you to do 2 hours for the Law School Foundation Phone-a-thon on behalf of PILA); OR
        2. Serve on the PILA Board of Directors for the following academic year. 
      2. 3Ls who have only received one grant: 
        1. Volunteer for PILA for at least 10 points by the end of the following academic year (at least 8 of which must be on the Auction; 1 hour on the Fall Book Sale; 1 hour on the Spring Book Sale; and we strongly encourage you to do 2 hours for the Law School Foundation Phone-a-thon on behalf of PILA); OR
        2. Serve on the PILA Board of Directors for the following academic year. 
      3. Grantees who fail to fulfill their 10 or 15-point obligation to PILA will be required to return a proportional amount of their grant and denied any future PILA Grants unless circumstances outside their control prevented them from fulfilling their obligation. 

PILA encourages any graduate who received a PILA Grant for his/her 1L or 2L summer, or both summers, to make a donation to PILA after graduating law school and working full-time.  PILA strongly encourages any graduate working in the private sector who received a PILA Grant for his/her 1L or 2L summer, or both summers, to make a donation to PILA after graduating law school and working full-time.

Selection for Participation on Individual Alternative Spring Break Trips:

In any given year, each of the Alternative Spring Break trips will be comprised of at least one “Captain,” and multiple “Participants.”  Trip Captains will be selected by the Alternative Spring Break Director pursuant to an application process.  Trip Captain selections will be made based on applicants’ demonstrated ability to organize groups and manage details, as well as their level of commitment to/passion for the Alternative Spring Break.  Participants (the number of which on any given trip will be determined by the host organization’s capacity) will be selected 2/3 by lottery and 1/3 by application.  The lottery for each trip will be performed FIRST, followed by selections made from the remaining unselected applicant pool.  Initial review and selection of participants unselected in the lottery will be made by the Alternative Spring Break Director, with final approval reserved for the PILA Board.  Criteria for participants chosen by application will be commitment to/passion for the particular Alternative Spring Break trip. 

Approved March 2016.
​Amended September 2019. Updated September 2020.

  1. For the 2020-2021 school year, in light of the COVID-19 pandemic, and the challenges it has presented for students and for work places, the PILA Board, in conjunction with the Public Service Center, lowered the grant eligibility requirements for 2021 grants. To be eligible for a 2021 PILA grant, a student must complete in total 20 hours of either legal pro bono hours or public service hours, as defined by the PILA Bylaws. A student is also eligible for a 2021 grant by participating in the 2020-21 Alternative Break program. To count towards a 2021 grant, public service hours must have been earned this school year, or recently enough that they were completed in contemplation of applying for a 2021 PILA grant. If a 1L student had earned pro bono hours that they traditionally could count towards their 2L PILA grant, they may apply those hours towards grant eligibility for 2021, as they usually could. This decision is cabined to the 2020-2021 school year; in following years, under the guidance of the Public Service Center, the grant eligibility requirements will return to the status quo, grandfathering in those 1Ls who received 2021 grants. This footnote is meant to document the change we made in light of a global pandemic.
  2. This requirement was relaxed for the 2020 grantees, who worked remotely during the COVID-19 pandemic, and those who lost their public service jobs due to the pandemic, forcing them to make alternative arrangements.
  3. During the 2020-2021 school year, we are testing whether there needs to be an hours requirement, given the hybrid nature of our learning and fundraising environments. For 2020-2021, grantees are only being required to earn some of their PILA points from the auction, and to earn the rest through our other fundraisers and events.
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