PACIFIC NORTHWEST RABBIT & CAVY CLUB
CONSTITUTION AND BY-LAWS
ARTICLE I
NAME AND AFFILIATION
Section 1- The name of this nonprofit organization shall be known and designated as the Pacific Northwest Rabbit and Cavy Club (PNWRCC).
Section 2- This organization will be charted with the American Rabbit Breeders Association, Inc. (ARBA) and affiliated with the American Cavy Breeders Association (ACBA), as a local Club PNWRCC shall maintain these associations by meeting set ARBA and ACBA requirements and paying any necessary dues.
ARTCILE II
OBJECTIVES
Section 1- The objectives of PNWRCC shall be to promote, encourage, and develop the rabbit and cavy industry and fancy in all of its phases in the area served by PNWRCC, to afford memberships to persons interested in breeding, marketing, and/or exhibiting rabbits and/or cavies and the products thereof, and do all things necessary to effect this purpose.
Section 2- PNWRCC will assist its members by providing a forum for sharing information regarding the care, showing, and marketing of rabbits and cavies. This will be accomplished through interaction at PNWRCC shows, the PNWRCC website and PNWRCC newsletter, and education information shared at the PNWRCC club meetings.
Section 3- PNWRCC will sponsor at least two triple rabbits shows and two double cavy shows per year that are sanctioned by ARBA and ACBA.
ARTICLE III
HEADQUARTERS
Section 1- The headquarters of PNWRCC shall be located with the office of the club Secretary.
ARTICLE IV
MEMBERSHIP
Section 1- Any person engaged in raising rabbits and/or cavies, or any person interested in rabbits and/or cavies and agrees with the Club’s objectives may become a member of PNWRCC by payment of dues upon making application for membership. Such payment is to be made at time of application for membership and is renewable by payment of like amount each year thereafter.
Section 2- Submitting the PNWRCC membership application form to the Club Secretary can make application for membership to PNWRCC. Information submitted must include the type of membership desired, name, and address. Payment of dues for at least one year must be included with the application.
Section 3- There shall be five categories of membership for PNWRCC. They are individual adult membership, family membership, youth membership (age 17 and younger), 4-H/FFA Youth membership (youth must be current members of a 4-H or FFA Club and be age 17 or younger), and lifetime adult membership (single adult).
Section 4- The Board of Directors will set membership dues for each category of membership.
Section 5- The Club Secretary will send a reminder notice to each member, within 30 days prior to the expiration of their membership, to indicate that payment is due for his/her membership renewal.
Section 6- All members shall submit their dues to the PNWRCC Secretary. A 30 grace period will be extended from the anniversary date of the initial membership. If dues are not received before the end of the grace period, club membership will be cancelled.
Section 7- PNWRCC lifetime memberships will be exempt from payment of club dues.
Section 8- Members in good standing shall be defined as any member whose dues are currently paid and whose actions are in accordance with the Constitution and By-Laws of PNWRCC and are not subject to probation or expulsion from PNWRCC, ARBA, or ACBA.
Section 9- The Board of Directors reserves the right to accept or reject, for cause, any application for membership or renewal.
Section 10- PNWRCC membership includes, but is not limited to, membership cards, Club meeting minutes (upon request), discount entry/admission fees for all PNWRCC shows and events, advertising on PNWRCC website, automatic receipt of PNWRCC show catalogs, bi-monthly PNWRCC newsletters.
ARTICLE V
MEETINGS
Section 1- The Board of Directors shall hold at least one (1) meeting each year, at a mutually agreeable time and place.
Section 2- Interim meetings of the Board of Directors may be held when requested by at least three (3) of the board members or at the request of the President.
Section 3- The Board of Directors may, between annual meetings, conduct routine or special business, hold hearings, and reach decisions by mail vote, e-mail vote, with a majority vote required for passage.
Section 4- A quorum, or majority vote, of the Board of Directors shall consist of a two-thirds (2/3) vote.
Section 5- Input and opinions on PNWRCC business from the membership shall be noted by the Secretary and presented to the Board of Directors.
Section 6- The membership shall be notified by e-mail or by postal mail of response to membership concerns, and in any changes in PNWRCC policies.
Section 7- The President of PNWRCC shall conduct board meetings. In the President’s absence, the Vice President shall conduct the meetings. If both the President and the Vice President are absent, the Secretary shall conduct the meeting. If the President, the Vice President, and the Secretary are absent, the Treasurer shall conduct the meeting.
Section 8- The PNWRCC shall meet bi-weekly on every
other Sunday at
Section 9- The order of business at PNWRCC Club meetings shall be:
Roll Call
Old Business
Committee reports
New Business
Adjournment
Section 10- PNWRCC and Board of Directors meetings may be tape-recorded. The Secretary shall retain recordings of the meetings until the Board of Directors approves the minutes of that meeting, or PNWRCC members present at club meetings approves the minutes of that meeting.
Section 11- The record of official minutes for all meetings shall be distributed to each officer within thirty (30) calendar days of each meeting.
Section 12- The Secretary shall forward a copy of meeting minutes to the Newsletter Editor, making them available to the general membership through publication in the PNWRCC newsletter, marked “Unapproved”.
ARTICLE VI
OFFICERS
Section 1- The elected officers of PNWRCC shall be a President, Vice-President, Secretary, Treasurer, and three (3) or more Board of Directors (a minimum of six {6} people).
Section 2- All officers shall be residents of
the
Section 3- All officers of PNWRCC shall be members of the ARBA (American Rabbit Breeder’s Association, Inc.).
Section 4- The President and the Board of Directors shall be elected in even numbered years. The Vice-President, Secretary, and Treasurer shall be elected in odd numbered years.
Section 5- A Youth Director will be appointed
by the President and approved by the Board of Directors. The Youth Director must be at least fourteen
(14) years of age and will have one (1) vote on the Board of Directors.
Section 6- Any adult who is an ARBA member and a PNWRCC member for at least 30 days, and is in good standing. May seek to run for any elective office open that year.
Section 7- The Secretary will notify the membership of upcoming elections during early March for that year. Any adult seeking to run for elective office must submit a bid to the Secretary by April 1 of that year.
Section 8- The Secretary shall mail a ballot to each member who is eligible to vote, by first class mail, during the second week of April. The ballots shall show the date, on which the polls will close, and shall contain a return addressed envelope.
Section 9- Each member voting shall mark his/her ballot and mail it in the return addressed envelope.
Section 10- All ballots received by the closing of the polls will be counted. No ballot shall be counted that has been changed, tampered with, or improperly voted.
Section 11- Write-in-votes will be accepted if the write-in candidate is clearly identified by name, and meets the requirements for eligibility to run for office (ARTICLE V, Section 3).
Section 12- Election results will be published in the next scheduled PNWRCC newsletter.
Section 13- The Officers and Directors shall serve for a term of four (4) years or until their successors are duly elected and qualified.
ARTICLE VII
DUTIES OF OFFICERS
Section 1- The President shall preside at all meetings of PNWRCC and act as chairperson of the Board of Directors, appoint all committees, call special meetings of PNWRCC or of the Board of Directors, perform other duties pertaining to the office, and have such other authority as may be conferred upon him/her by the Board of Directors. The President shall be an ex-officio member of the Board of Directors.
Section 2- In event of the absence of the President, the Vice-President will assume the same duties as the President.
Section 3- If the office of President becomes vacant, the Vice-President will take over the office of the President for the remainder of the term of office and the Board of Directors will appoint a new Vice-President.
Section 4- The duties of the Vice-President shall be the same as those of the President in the event the President is absent or unable to carry out the duties of office for any reason. The Vice-President shall be an ex-officio member of the Board of Directors.
Section 5- The duties of the Secretary shall include:
a). Shall keep all records of PNWRCC.
b). Keep the minutes/a record of all meetings.
c). Keep a record of the members by maintaining an up to date membership list, and provide a copy annually to each Officer and member of PNWRCC.
d). Collect such funds as directed by the Board of Directors, accounting for and delivering to the Treasurer.
e). Send dues reminders to each member and collect all annual dues from the membership.
f). Receive and answer PNWRCC mail, including applications for membership.
g). Forward correspondence to appropriate person when necessary.
h). Provide a quarterly Secretary’s report to the Newsletter Editor for publication in the PNWRCC newletter.
i). Notify members of meetings.
The Secretary shall be an ex-officio member of the Board of Directors.
Section 6- The PNWRCC headquarters shall reside
with the Secretary.
Section 7- If the office of Secretary becomes vacant, the President shall appoint a person to fill the post for the remainder of the term of office. The Board of Directors must confirm the appointee.
Section 8- The duties of the Treasurer shall include:
a). Collect and keep account of all money received by PNWRCC.
b). Release money from the club account only when the expenditure is approved by the Board of Directors. Pay the bills of PNWRCC.
c). Prepare quarterly financial reports and provide them to the PNWRCC newsletter editor for publication. Financial reports are also to be made available to the Board of Directors when requested.
d). Make a report of his/her actions and the status of PNWRCC funds at each meeting.
The Treasurer shall be an ex-officio member of the Board of Directors.
Section 8- If the office of Treasurer becomes vacant, the President shall appoint a person to fill the post for the remainder of the term of office. The Board of Directors must confirm the appointee.
Section 9- Within thirty (30) days of leaving office, the Secretary/Treasurer shall give all funds, records, and property of PNWRCC to the new Secretary/Treasurer.
Section 10- The Board of Directors shall have charge of the business affairs and transactions of the Club, authorize the expenditure of PNWRCC money, make contracts in the name of the Club, and interpret any rules, regulations, or By-Laws in question.
Section 11- The Board of Directors may, between annual meetings, conduct routine or special business, hold hearings and reach decision by mail vote, or e-mail vote, with a majority of vote required for passage.
Section 12- A majority or quorum of vote will be a two-thirds (2/3) majority vote consisting of the President, Vice-President, Secretary, Treasurer, and additional Board of Director Chairpersons.
Section 13- If a vacancy in the Board of Directors occurs between election dates, the President will appoint a new officer. The appointee must meet the requirements for eligibility to hold an office in PNWRCC and shall be approved by the Board of Directors.
ARTICLE VIII
AUTHORITY
Section 1- The interpretation of the By-Laws, all rules and regulations, and other matters affecting the Club is vested in the Board of Directors.
ARTICLE IX
DISCIPLINE
Section 1- The PNWRCC Constitution and By-Laws, rules, and regulations shall be binding upon all members and officers.
Section 2- The Board of Directors may admonish, suspend, or expel any member of PNWRCC for conduct which, in its judgment, conflicts with the PNWRCC Constitution, By-Laws, rules, regulations and thereby constitutes reasonable basis for cause.
Section 3- To bring a complaint against another PNWRCC member, complainant must be a member in good standing, and must submit their complaint in writing to the Secretary.
Section 4- The Secretary shall report upon any
complaints received against another member of PNWRCC directly to the Board of
Directors by calling a special disciplinary meeting of the Board of Directors.
ARTICLE X
PUBLICATION
Section 1- For the purpose of promotion and marketing of PNWRCC, listings and articles in appropriate publications shall be pursued.
Section 2- These promotions can be placed in paper publications and on web sites and club directories.
Section 3- A PNWRCC newsletter will be published to inform club members of current club activities. It will also contain articles pertaining to the rabbits and cavies.
Section 4- A minimum of at least four (4) PNWRCC newsletters will be published and sent out yearly.
ARTICLE XI
AMENDMENTS
Section 1- This Constitution and By-Laws may be amended by a two-thirds (2/3) majority vote of the members casting ballots.
Section 2- Any member in good standing may submit a proposed amendment.
Section 3- The proposed amendment must be submitted in writing to the Secretary.
Section 4- Any proposed amendments to be considered at a special meeting shall be voted on only after all members have received notice of such meeting and the purpose of the special meeting stated in the notice.
ARTICLE XII
PASSAGE OF THIS DOCUMENT
Section 1- This Constitution and By-Laws must be approved by two-thirds of the membership.
Section 2- Upon approval of this document, the
effective date shall be