Membership and Membership Privileges
Section 1. (Amended March 28, 1999) Individual members shall pay a fee of six dollars ($6.00) per year, or fifteen dollars ($15.00) for three (3) years. Such fee to accompany an application for membership as prescribed by the Board of Directors.
Section 2. (Amended March 28, 1999) A family membership shall be available under the following provisions: father and mother must hold single memberships and all other members of the family under the age of eighteen (18) must reside at the same address as the father and mother. The fee for family membership shall be twelve dollars ($12.00) for the father and mother and three dollars ($3.00) for each youth per year. Three year membership shall be available for a fee of thirty dollars ($30.00) for the father and mother and nine dollars ($9.00) for each youth. All members of the qualifying family must join at the same time.
Section 3. Failure to renew individual or family membership, be it annual or three year membership, within thirty (30) days following the expiration date shall result in automatic termination of membership.
Section 4. All officers and directors must be members of the Club and of the organizations the Club is affiliated with as designated in Article III of the Constitution before taking office. If an Officer or Director becomes delinquent in his dues he shall be notified by the Secretary, by regular mail, and if his membership is not renewed within thirty days after notification, his office shall be declared vacant.
Section 5. (Added March 28, 1999) The annual dues are due April 30 of each year to the Secretary. Membership year shall be considered from April 30 to April 30. All dues shall be paid in advance upon introduction into acceptance by the THLRSC and continue on that basis as long as said party (parties) is (are) a member in good standing. Members joining shall pay the total dues when joining in April. Persons joining or rejoining in between Aprils shall pay the dues in the particular category they fall in and derived in the following manner. The dues shall be divided by twelve (12) months and that sum multiplied by the number of months remaining in the year between joining or rejoining and the following April.
Duties of Officers
Section 1 . The President shall preside at all meetings of the Club, and act as Chairman of the Board of Directors. He shall appoint all committees, call special meetings of the Club or of the Board of Directors in accordance with the Constitution and By-Laws, and perform other duties as usually pertain to this office. The President shall have such other powers as may be conferred upon him by the Board of Directors at any meeting of such Board. He shall be an ex-officio member of the Board of Directors and of all committees.
Section 2. The duties of the Vice-President shall be the same as those of the President, in the event of the absence or disability of the President. The Vice-President shall be an ex-officio member of the Board of Directors.
Section 3. The Secretary shall receive and act upon all applications for membership; notify all members thirty days prior to the expiration of their membership; keep a complete and up to date membership list, including current addresses; make a quarterly report as to the number of members to the Board of Directors; keep an accurate record of all meetings; act promptly on all correspondence directed to his office; notify members of all meetings, either by publication or individual notices; consult the Board of Directors on such matters of policy as he deems advisable; be an ex-officio member of the Board of Directors, and act as Secretary of the Board.
Section 4.
The Treasurer shall accept and keep a record of all monies received; pay
all outstanding accounts; maintain a set of books, in a manner
acceptable to the Board of Directors, and submit quarterly financial
reports to the Board of Directors and an annual report to the membership
at each annual meeting of the Club; be an ex-officio member of the Board
of Directors.
Section 5
. The Board of Directors shall have charge of the various business
transactions, and authorize the expenditure of monies by and for the
Club and pass on any and all special legislative matters. It shall have
the power to make contracts in the name of the Club as necessary in the
promotion of the work of the Club. It shall have the power to require
that the books of the Secretary and Treasurer be audited as they deem
necessary, such audit to be performed by competent Club members selected
by the Board of Directors. It shall have full authority to revise
membership dues or any other item from which the Club derives income.
Three members shall constitute a quorum. The Board of Directors may,
between annual meetings, conduct routine or special business, hold
hearings and reach decisions by mail vote, with a majority vote required
for passage.
Section 6.
Each of the Officers and Directors shall
actively raise Holland Lop Rabbits and promote the breed by sponsoring
specialty shows, encouraging and assisting new breeders, contributing
articles and show result information to the Club newsletter, and
actively participating in the affairs of the Club.
Standing Committees
Section 1 . The President, with the approval of the Board of Directors, shall appoint the Standing Committee Chairman and committee members as authorized herein. The term of each Committee Chairman and committee member shall be one year. The President, with the approval of the Board of Directors, shall have authority to make such replacements as are considered to be in the best interest of the Club.
Section 2. Each Committee Chairman shall submit information on his groups work at regular intervals to the President, Secretary, and the Newsletter editor. They shall also report to the membership at each annual meeting.
Section 3. The Election Committee shall consist of a Chairman and one member, with one alternate, all residing within commuting distance of one another. No person whose name appears on the Election Ballot may be on the Election Committee.
Section 4. The State Show Committee shall consist of a Breed chairman, Breed Secretary, and any supporting personnel as may be required to enable it to carry out its duties. They shall be responsible for the proper showing and care of entries, the recording of show results, and procurement of trophies.
Section 5. The Editing Committee shall consist of a Chairman who shall be responsible for all contents of the Club Newsletter. He shall arrange contents for publication and mailing at intervals determined by the Board of Directors. He shall collect all monies for advertising and account for same in an orderly fashion to the Secretary-Treasurer. He shall receive from the Secretary-Treasurer a list of all paid up members and, on not less than a quarterly basis, any expirations of memberships.
Section 6. The Youth Committee shall consist of a chairman and two members who shall be responsible for furnishing advice to, and receiving suggestions from, the Officers and Directors of the Club. They shall furnish advise, suggestions and encouragement to the membership of this Club for the sponsorship of rabbit raising projects for youth and Holland Lop Specialty shows for youth.
Section 7. Any special committee that is considered desirable by the President or by the Board of Directors may be appointed by the President and approved by the Board of Directors for a specific purpose. At the completion of the assignment, the special committee shall be discharged.
Meetings
Section 1. At all annual meetings of the Club, the order of business, unless otherwise determined by a majority vote of members in good standing of the Club present, shall be:
General Business Meeting
1. Reading and approval of minutes of previous meeting.
2. Reports of Officers.
3. Reports of Committees.
4. Installation of Officers.
5. Consideration of and voting on resolutions.
6. General Business.
7. Unfinished Business.
8. New Business.
9. Adjournment
Election and Voting Procedures
Section 1. Any adult member of this Club, in good standing, wishing to become a candidate for any elective office of the Club shall write to the Secretary for a nominating petition, which the Secretary shall supply. The nominating petition shall be completed and signed by the member and show the member’s name and the office for which the member desires to be a candidate. The petition shall be filed with the Secretary of the Club before January 1. The Secretary shall place the name of the member appearing on the petition, and the office for which they are a candidate, on the election ballot.
Section 2 Election ballots, numbered consecutively, shall be mailed on February 15 each year to adult members of the Club in good standing on that date. Each ballot shall have complete instructions for the guidance of the voter. No ballot shall be counted that has been changed, tampered with, or improperly voted. The ballots shall show the date on which the polls close.
An envelope addressed to the Chairman of the Election Committee, by name and address, shall accompany each ballot. Each member voting shall mark his ballot, place in the envelope mailed with the ballot, seal and mail direct to the Chairman of the Election Committee. The Chairman shall receive the election ballots and as soon as he deems practical after the closing of the polls, shall call the committee together. Election ballot envelopes must not be opened until the committee is assembled, then the committee shall open the envelopes, count the votes, and tabulate the results. The results shall be mailed to the President and Secretary within five days after the count is completed. The candidate receiving the highest number of votes for each office shall be declared duly elected. In the case of a tie between two or more persons running for the same office, selection shall be made by the Board of Directors prior to the annual meeting.
After the ballots are counted they shall be placed in a sealed envelope and forwarded to the Secretary, to be retained by the Secretary for one year and be opened only in the event that there is a demand for a recount.
Section 3. Any candidate defeated for any office of the Club, requesting a recount of ballots, shall make application for such recount to the Secretary within sixty days following the election. A recount shall then be made by the Secretary and a Club member in good standing, to be determined by the President. The committee shall assemble and personally count all ballots cast for the office in dispute, and send a copy of the results to the President. The report of the committee on the recount, shall be final.
Section 4. Whenever a vacancy in office occurs, from any cause whatever, said vacancy shall be filled by appointment by the President, and approved by the Board of Directors.
Interpretation - Discipline
Section 1. The interpretation by the Board of Directors of this Club of the Constitution, By-Laws, Rules, Regulations, Notices, Resolutions, and of Club Documents and Orders shall be binding upon all members of this Club.
Section 2. All notices required to be sent to any member of this Club shall be sent by regular mail, to the member’s address as it appears on the books of the Club, and such mailing shall be presumptive evidence of the service thereof. Any change of address must be sent promptly to the office of the Secretary of the Club.
Section 3. The Board of Directors may suspend or expel any member of the Club for conduct which, in its judgment, warrants such action.
Section 4. If a complaint of misconduct in office is brought against any elected officer or director of this Club, the Board of Directors shall be polled as soon thereafter as possible, and
A. If the Board of Directors determines that there is a reasonable basis for such complaint and the Club could be adversely affected by the retention in office of said officer or director, the board may in its own discretion suspend such person pending a final determination as set forth herein.
B. The President, or if the President be charged, the Board of Directors, shall appoint a special committee to investigate the complaint and within a reasonable time report its findings.
C. The Board of Directors shall receive the findings of the special committee and shall determine whether a special meeting of the Board of Directors shall be convened for a hearing on the complaint and consideration of the committee report or to defer action on the complaint until the next regularly scheduled meeting of the Board of Directors.
D. The complainant and the accused shall be notified of the date of any meeting of the Board of Directors and shall be afforded the opportunity to present evidence relating to the charge.
E. The determination of the Board of Directors shall be the final resolution of the matter.
Section 5.
If a complaint alleging matters affecting
the Club is made against another member, the provisions of Section 4 of
this Article IV shall be followed, except the Board of Directors shall
have sole and absolute discretion whether to consider the complaint and
implement the procedures set forth in Section 4.
Section 6.
Any complaint submitted pursuant to Sections 4 or 5 of this Article may
not be for instances or events occurring more than one hundred eighty
calendar days prior to the date of receipt of the complaint by the
President and or the Board of Directors should the President be
involved.
Alterations and Amendments
Section 1. Any proposed amendment to the By Laws shall be made in writing, signed by Five (5) members of the Club in good standing, and be received by the President no later than October 1, if it is to be presented at the annual meeting. All proposed amendments are to be confined to one subject. All proposed amendments shall be published in the Clubs newsletter at least forty five (45) days in advance of the annual or special meeting at which they ar
e to be considered, in order that members may have the opportunity to form an intelligent opinion on their merits.
Section 2. Any proposed change in, or amendment to, the By Laws may be submitted to the members of the Club at any time by mail ballot, to be voted upon, and the ballots counted, in the same manner as is provided for balloting for the election of officers. An affirmative two thirds majority of the ballots cast shall be required for passage of any proposed change or alteration.
Section 3. A Resolution adopted at an annual or special meeting of the Club shall take effect sixty (60) days following such annual or special meeting. Any change or alteration voted by mail ballot shall take effect sixty (60) days after the date of certification by the Election Committee.