We will also discuss methods of funding the club, how and when to hold our first bird fair, and plan some excursions. In the interests of expiditing things, I will be posting the proposed charter here in this post.
Proposed expiditions include going to the Phoenix Landing seminar on January 27 in Abingdon, VA for the class on cooking for your parrots. It's called "NOURISH TO FLOURISH #2" and is a hands-on thing. It's also free, so why not take the opportunity?
There are also birds fairs coming up, including Aiken, SC that same weekend. That is a 5-hour drive, however. At least one or two people will be going there, and riders are probably welcome. Ask around.
There are more Phoenix Landing seminars in both Asheville and Abingdon, as well as bird fairs throughout the spring, so there will be plenty to do & learn.
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The proposed charter is as follows, which is long and complicated, but written with an eye to becoming an official non-profit organization at some point in the not-so-distant future.
NE TN Parrot Fancier's Association Constitution
BYLAWS
Article I: Name
- The club shall be known as the NE TN Parrot Fancier's Association (aka. NETNPFA or “Featherheads”).
Article II: Purpose
- to promote the health and wellbeing of captive parrots and their owners within the NE Tennessee region
- encourage bird ownership by responsible individuals to create a cooperative spirit and feeling among the various bird owners and breeders
- to seek to educate about and encourage the public, pet owners and stores, and breeders about good avicultural practices
- promote better caged bird care and husbandry
- to assist our members in solving and problems that may arise in the pursuit of good aviculture
- to inform our members of legislation which impacts our goals
- to encourage social interactions between members through mutually enjoyable events
- to hold at least 2 bird fairs yearly
- to affiliate with larger national organizations
- to introduce species specific breeding programs.
Article III: Membership
III.A Membership Requirements
- Any bird owner, prospective bird owner, or breeder may join the club.
- An individual shall be considered a member upon payment of applicable dues to the Featherheads Club.
- Annual dues for membership shall be $15 per year for individual members. Family memberships are also available at a cost of $6.00 extra per adult family member.
Dues shall be payable on a yearly basis each January for twelve (12) months. Members whose dues have not been paid within 60 days thereafter shall be automatically dropped from the membership rolls of the club. New members joining any other month but January shall pay a prorated amount of $1.25 per month for individuals and $.50 per month for additional family memberships. - New members shall receive the following from the Secretary upon payment of annual dues:
Membership card
Membership directory
Bylaws.
III.B Membership Standards
- No One who has been convicted of any animal cruelty offense in the previous 10 years is eligible for membership.
- Any member who is convicted of any animal cruelty offense will be immediately removed from the club membership.
- No one who has been convicted of illegal trafficking in birds in the previous 10 years will be eligible for membership.
- Failure to disclose conviction shall result in immediate dismissal from the Organization.
- All members of the Featherheads Club must agree to follow the Code of Conduct as detailed in this document.
III.C Code of Conduct
- Each member of the club will deal honestly and fairly with all other members of the club, not engaging in gossip or other dishonest or deceitful conduct. Disagreements between members shall be dealt with by the affected parties, not involving the club membership or officers in private matters.
- Each member of the club will endeavor at all times to care for their own animals as well as they possibly can. If at any time anyone is having issues that prevent this, the member may request club help in their efforts, and may expect to be helped in whatever way is possible without judgments or negative attitudes.
Article IV: Offices
- President
- Vice-President
- Secretary
- Treasurer
- Newsletter Editor
- Web master
IV.B Qualifications for Election
- No one under the age of 18 may hold an officer position.
- No one may hold an officer position without holding a paid, voting membership.
- Officers may not reside in the same household, be spouses, or relatives or any other officer of the club for the year the office is held. No office should be combined except in case of emergency, with the possible exception of web master and newsletter officers.
- Officers must hold a voting membership with the club, paid in full 45 days before the annual election of new officers. Anyone wishing to run for an office in the club should be a participating, paid member for at least 1 year before running for a major office (President, Treasurer, or Vice-President).
- Anyone who meets these criteria may run for any office, and should provide written notice to the Secretary of the club no less than 45 days before the yearly election. This is to allow ample time for the Secretary to provide both the Web master and Newsletter officer with the announcement of candidates for publication in both the newsletter and on the website.
- Officer terms are to run for 12 months, with no more than 2 consecutive terms to be served by any individual. Any officer may be removed by a majority no confidence vote. No confidence votes require a quorum.
Article V: Officers and Duties
V.A President’s Duties
- Shall preside at all business meetings of the Organization and attend all specially-called meetings of the Organization.
- Shall appoint members to perform services for the club.
- Shall sign all contracts, agreements, and other instruments in writing, which have first been approved by the Officers.
- Shall be directly responsible to the Organization for the general administration of the Organization’s activities.
- Shall be responsible for all formal communications with any affiliated clubs, groups, associations or organizations.
- Shall at all times strive to do the will of the Organization within its rules.
- Has the option to vote to break a tie vote.
- Has the right to maintain order and respect for the chair, guest speakers, and members of the Organization.
- The President shall be the Chairperson of the Executive Board.
- The President shall ensure that all the duties of the other officers are carried out.
V.C. Vice-President’s Duties
- The Vice-President shall perform all duties the President requires.
- The Vice-President shall take over the President’s duties should the President be incapable or unwilling to fulfill them.
- The Vice-President shall upon loss of President (due to any circumstances) shall call for a special election to fulfill his office.
V.D Secretary’s Duties
- Shall inform the General Membership of meeting times and other important events.
- Shall maintain accurate minutes of all business meetings of the club.
- Shall be responsible for the presentation of the minutes to the Executive Board and the general membership.
- Shall maintain all current documents pertaining to the governing of the club.
- Shall be responsible for receiving all ballots and reporting the total to the President (unless the Secretary is a candidate, in which case another member may be chosen).
- Shall chair all meetings of the Organization in the absence of both the President and Vice President.
- Shall provide a copy of the Bylaws at all meetings.
- Shall takes notes, or records, at regular meetings in order to write a synopsis for the newsletter/web page update.
- Shall be responsible for the safekeeping of all Organizational records.
- Shall keep an accurate membership list for reference at all meetings.
- Shall forward all moneys to the Treasurer.
- Shall forward all timely and pertinent materials to the Editor of the newsletter/web page in time for publication in the following month’s newsletter/web page update.
- Shall bring a copy of Roberts’ Rules of Order, Newly Revised, to all meetings.
V.E Treasurer's Duties
- Shall deposit all moneys received, in the name of the Organization, in a Bank approved by the Officers, except for petty cash which the Treasurer will have on hand at Organizational functions as needed. Petty cash shall not be less than $5 or more than $25. Petty cash shall be part of the General Fund.
- Shall be responsible for the submission of any show budget to the membership.
- Shall approve expenditures of less than $20, while Executive Board approval is required for expenditures of $21 - $50, and approval of the General Membership is required for expenditures of greater than $51.
- Shall be responsible for the collection of dues.
- Shall keep an accurate record of all moneys received and expended for the Organization. Funds shall be drawn on the signatures of two designated Officers.
- Shall reimburse members for authorized expenditures only after the member gives the Treasurer a receipt for authorized expenditures. If a member is unable to obtain a receipt for authorized expenditures, the member will submit a signed statement to the Treasurer showing the detailed nature and itemized amount of the expenditure. The Treasurer will then reimburse the member.
- Shall not pay out moneys in excess of fifty dollars ($50) which are not included in an approved budget or Motion without the approval of the Officers or majority of the membership present at a scheduled meeting.
- Shall submit to the Newsletter Editor or to the electronic list, in a timely manner, an itemized account of receipts and disbursements for the prior month.
- In December, shall submit to the members a yearly summary statement, prepared in a format of the Annual Budget, of the actual income and expenditures since taking office. This statement shall be audited by the incoming Treasurer and two other members of the Organization who do not hold Officer positions. If the Treasurer is re-elected, the statement shall be audited by the President or Vice President and two other members of the Organization who do not hold Officer positions.
V.F Newsletter Editor's Duties
- Shall be responsible for the monthly publication of meeting minutes and agendas.
- Shall be responsible for the monthly publication of the Club newsletter, via electronic and/or hard copy.
- Shall be responsible for maintaining the mailing list of US Mail addresses and e-mail addresses of all members.
V.F Web master's Duties
- Shall be responsible for the creation and maintenance of the Featherhead's website. This website shall include the most recent copy of the newsletter, information about any upcoming shows and events, a meeting schedule and agenda, and the most recent meeting minutes.
- Shall be responsible for monthly updates to the website.
V.G Expiration of Terms:
- All terms shall expire at the end of January, when newly elected Officers take their duty.
V. H. Outgoing Officers
- At the expiration of his/her term, the Officer shall deliver to his/her successor all books, moneys, and other property of the Organization. In the absence of a successor, they shall make delivery to the President, and shall sign any necessary documents to update bank and other legal documents.
Article VI: Governing Bodies
VI.A The Executive Committee
- The Executive Committee shall consist of the officers of the club.
- Each member of the Executive Committee shall have one vote.
- The Executive Committee shall meet at least once a month, and shall ensure the proper running of the club.
- The Executive Committee shall approve the annual budget, which is prepared by the Treasurer.
- Any decision of the Executive Committee may be overruled by a quorum vote of the General Membership.
VI.B The General Membership
- Every paid member is a member of the General Membership.
- Every member of the General Membership gets one vote.
- The General Membership shall vote when required by elections, over rulings, impeachments, amendments and other significant issues.
Article VII: Elections and Terms of Office
VII.A Election Dates
- Officers shall be elected at the first meeting of the year and shall serve until the following election meeting.
- In the event of an emergency preventing the timely election of new officers, the serving officers shall continue in their post until a new election can be scheduled and properly publicized to the general membership. This should never delay elections by more than 4 months, under truly extraordinary circumstances.
VII.B Election Procedure
- Nominations for officers will be taken no less than 45 days prior to the election.
- Nominations do not require a second.
- Nominations must be accepted for a member to be eligible to be elected.
- Voting in for the election shall be by secret ballot, unless a candidate can be elected by acclaim.
Article VIII: Impeachment
VIII. A Impeachable Offenses
- Financial Malfeasance
- Failure to carry out duties
- General Malfeasance
- Any actions deemed detrimental to the club.
- Any actions that would normally cause a member to be expelled.
VIII. B Calling an Impeachment Hearing
- A petition containing signatures of at lest 20% of the members of the General Membership shall be required to call an impeachment hearing.
- The hearing may be held at the next regular meeting, or at an emergency meeting, if possible.
- The Executive Board must set the date of the meeting, giving at least two week notice to the club and the accused officer.
VIII.C Procedure of the Hearing
- The hearing shall be chaired by the President.
- If the President is being impeached, the hearing will be chaired by the Vice-President.
- The accused officer shall have the right to speak in his or her defense at the hearing.
VIII.D Vote Required for Impeachment
- A three-fourths vote of the General Membership shall be required to remove the accused officer from office.
Article IX: Conduct of Business
IX.A Meeting Times
- The club shall have at least one business meeting each month.
IX.B Quorum
- A Quorum for a business meeting shall be 68% of the General Membership, which must include at least 75% of the officers.
- A Quorum for amendment or impeachment hearings shall be one half of the General Membership, which must include all of the officers.
- A Quorum for an Executive Board meeting shall be the majority of the officers.
Article X: Amendments
X.A Advance Notice
- Notice of a proposed amendment to the constitution must be given at least one month before the General Membership shall vote on it.
X.B Vote Required
- Assuming a Quorum exists, a two-thirds vote of the General Membership shall be necessary to approve an amendment to the constitution.
Article XI: Bank Account and Funds
X.A Bank Account
- The Club may select a bank for the purpose of opening a bank account. Funds in the bank account shall be withdrawn by checks signed by any two Officers. There shall be at least three officers able to sign checks for the club.
- The Treasurer shall be custodian of the account and all statements, with regular reporting to the club.
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