AMERICAN FUZZY LOP RABBIT CLUB CONSTITUTION
Article I: Name
This organization shall be known as the American Fuzzy Lop Rabbit Club, herein referred to as AFLRC.
Article II: Object
The objects of this club shall be to encourage, promote and improve the breeding of American Fuzzy Lop rabbits by maintaining standards, encouraging exhibitions, offering services to its members and holding semi-annual meetings for its members and the Board of Directors. This club shall be a nonprofit organization.
Article III: Affiliation
Section 1. This club shall affiliate with the American Rabbit Breeders Association, Inc. also referred to as the ARBA.
Section 2. Any local, district or state American Fuzzy Lop Club whose organization is in accord with that of this club may affiliate by application, payment of annual affiliation fee of $8.00 and approval of the Executive Board of the AFLRC. The names of the club’s officers and the club’s constitution must accompany the application.
Section 3. All officers and directors of the American Fuzzy Lop specialty clubs affiliated with the American Fuzzy Lop Rabbit Club must be members of the American Fuzzy Lop Rabbit Club and ARBA.
Article IV: Membership
Section 1. Any person of good character and reputation, who is in accord with the objectives of this club, may become a member of this club. An application form prescribed by the Board of Directors, signed by the applicant except where waived by the Board of Directors, along with payment of at least one (1) year membership dues, shall be submitted to the secretary. The term of membership will begin from the date of receipt of application.
Section 2. Application for life membership may be made by anyone over 40 years of age with a payment of $75.00. Anyone over 60 years of age may become a life member with a payment of $35.00. Life memberships are contingent upon ten (10) years of prior membership and are subject to approval by the Board of Directors.
Section 3. Youth members fourteen (14) years and older holding individual memberships shall be considered full voting members. However, youth members may not petition for or hold any elected position as listed in Article V of this constitution.
Article V: Officers
Section 1. The officers of this club shall consist of a president, vice-president, secretary, treasurer and nine (9) directors. The four officers and the nine (9) directors shall constitute the Board of Directors. Each director shall be elected by the membership from his or her geographic area, which shall consist of the following states or countries. All countries not designated below shall be placed in a district at the discretion of the secretary.
District 1. Alaska, Idaho, Montana, Oregon, Washington, Wyoming, Canada-Saskatchewan and west.
District 2. Arizona, California, Hawaii, Nevada, Utah and Mexico.
District 3. Iowa, Minnesota, Nebraska, North Dakota, South Dakota, Wisconsin and Canada-Manitoba.
District 4. Arkansas, Colorado, Oklahoma, New Mexico and Texas.
District 5. Illinois, Kansas and Missouri.
District 6. Alabama, Florida, Georgia, Louisiana, Mississippi, South Carolina, Tennessee, Puerto Rico and the U.S. Virgin Islands.
District 7. Connecticut, Maine, Massachusetts, New Hampshire, New York, Rhode Island, Vermont, Canada-Quebec and east.
District 8. Indiana, Kentucky, Michigan, Ohio and Canada-Ontario.
District 9. Delaware, District of Columbia, Maryland, New Jersey, Pennsylvania, West Virginia, Virginia, North Carolina and Bermuda.
Section 2. The officers and directors shall be elected from and by mail ballot, which may be provided through the official publication of the AFLRC. To be eligible for office a member must be an owner and breeder of American Fuzzy Lop rabbits and maintain an adult membership in good standing.
Section 3. The term of office for all officers and directors shall be two (2) years. Election for the president, treasurer and five (5) directors for districts 1, 3, 5, 7 and 9 shall be held in odd years. Election for the vice president, secretary and four (4) directors for districts 2, 4, 6 and 8 shall be held in even years.
Section 4. The terms of office of those elected shall begin immediately at the opening of the ARBA National Convention.
Section 5. Any officer or member of the Board of Directors wishing to resign his/her position shall submit his/her resignation in writing to the Executive Board at any time prior to the beginning of the annual or semi-annual membership meeting. Vacancies in any office shall be filled by appointment of the president, subject to a majority vote of the Board of Directors. A term is any period of time more than 50% of the designated two-year period. A board member failing to report his/her vote to the president within thirty- (30) days shall by his/her silence forfeit his/her vote.
Section 6. The same individuals may hold only the positions of president and vice president for more than two (2) consecutive terms. Persons holding the president and vice presidents positions may serve more than two (2) consecutive 2-years terms, provided that those individuals take a two-year break between the stipulated terms of office.
Section 7. Directors may appoint two or more assistants to staff their district, subject to approval of the president. The term of appointments is to run concurrent with the director’s term of office and is subject to reconfirmation at the beginning of each term of office.
Section 8. Any director unable to attend an official AFLRC board meeting may appoint a proxy with voting privileges from their district. The name of the appointed proxy must be submitted in writing to the president prior to the beginning of the meeting.
Article VI: Discipline
Section 1: The Board of Directors may, by a majority vote, choose to put a current member on a 6 month probation, expel any member, or reject an application for membership or renewal providing charges have been preferred by another member. During the time a member is on a 6 month probation, he/she will be considered to be not in good standing and will lose sweepstakes points that are accumulated during the probation period.
Section 2. A member or individual who is applying for membership against which charges have been preferred shall be fully informed by the secretary and given thirty (30) days to respond before action is taken by the Board of Directors. If such person does not respond within thirty- (30) days, his/her application for membership will be considered null and void. This individual may reapply for membership after 60 days.
Section 3. Any person expelled or rejected may be eligible for reinstatement after a period of one (1) year, upon the authority of the Board of Directors.
Section 4. If an officer or director becomes delinquent in his/her dues, he/she shall be notified by the secretary by registered mail and if his/her membership is not renewed within sixty (60) days, the office shall be declared vacant.
Section 5. If an officer or director does not fulfill his/her duties or shows lack of interest in club matters, he/she will be asked to resign by the president. If he/she fails to do so, the Board of Directors, by a majority vote, shall declare the office vacant. The Board of Directors may, by majority vote, request the resignation of the president if it is felt that the president has not fulfilled his/her duties or shows lack of interest in club matters.
Section 6. If an officer or director shall give up the breeding of American Fuzzy Lop rabbits during his/her term, he/she shall resign from office.
Section 7. Any member who prefers charges against another member or an individual applying for membership must submit to the Executive Board a $50 fee with the written complaint. If the charges are founded by a majority vote of the Board of Directors the $50 will be refunded. If a person applying for membership is denied such membership as a result of failing to respond within the stipulated thirty- (30) days (Article VI, Section 2), the $50 shall be refunded. If ruling is in favor of the charged member or individual, the $50 will be forfeited and added to the general fund. Charges brought forward by unanimous decision of the Executive Board against an individual shall be exempt from this fee.
Section 8. Any member who files charges against another member may not have voting privileges on any disciplinary action against the alleged violator, even though the protestor or plaintiff may be an AFLRC Board member or Director.
Section 9. If a protestor is an AFLRC Board Member or Director, the President may appoint an impartial person from the district over which the protestor presides to vote on the action before the board.
Article VII: Meetings
Section 1. The annual meeting shall be held during the annual convention show of the American Rabbit Breeders Association, Inc.
Section 2. A semi-annual membership meeting may be held in conjunction with the National American Fuzzy Lop Show.
Section 3. The president may call a meeting of the Board of Directors at any time during the annual convention of the American Rabbit Breeders Association or the National American Fuzzy Lop Show. All directors and appointed proxies must be given prior notification of meeting time and place. The presence of five (5) officers and/or directors shall constitute a quorum. No newly elected officers or directors may participate by voting in a meeting of the Board of Directors prior to the beginning of their term of office as stated in Article V, Section 4 of this constitution.
Section 4. Robert’s Rules of Order, Newly Revised, shall be considered as final authority for the association on all questions not specifically covered by the constitution and by-laws.
Article VIII: Amendments
Section 1. This constitution may be amended by a two-thirds (2/3) majority of all votes cast by mail ballot of the entire membership. All members must be notified in writing of the proposed amendment and furnished a ballot.
Section 2. This constitution may be amended by a two-thirds (2/3) majority of all eligible voting members present at the annual or semi-annual meeting providing that all members have been notified (by publication) of the proposed changes at least thirty (30) days prior to the annual or semi-annual meeting and that there are at least twenty-five (25) eligible voting members present in addition to the officers. The item to be considered must appear on the agenda of the meeting.
Section 3. Any member may submit to the Constitution and By-Laws Committee a resolution or an amendment to the constitution provided it is signed by three (3) or more members in good standing and submitted at least ninety (90) days prior to the annual or semi-annual meeting, so that it may be posted for the required thirty (30) days. The item shall be reviewed by the Constitution and By-laws Committee and the committee’s recommendations presented to the general membership for action as stated in Article VIII, Section 1 or Article VIII, Section 2 of this constitution.
AMERICAN FUZZY LOP RABBIT CLUB BY-LAWS
Article I: Dues
Section 1. Membership dues shall be recommended for approval by the members at the annual or semi-annual membership meeting. Such dues shall include adult membership, family membership (two or more members) and youth membership. Age of youth membership shall coincide with ARBA youth age.
Section 2. Membership renewal announcements will be printed in the newsletter prior to individual membership expirations. A thirty (30) day grace period past the due date shall be allowed for membership renewal. Members (including officers and directors) who file for renewal after the grace period shall retain any elected or appointed positions as well as any annual sweepstakes points or credit earned toward multiplier awards. Sweepstakes points and points earned toward multi-year awards during the inactive membership are invalid. Membership renewals filed after the grace period will be dated as of postmark date. Secretary shall retain evidence of the postmark on any late renewal for a period of one year.
Section 3. Those persons holding the office of ARBA President and ARBA Standards Committee chairman shall be given a non-voting, honorary membership during the time period in which they hold these offices.
Section 4. The secretary shall levy a fee of $10.00 for any check submitted by a member that is returned by the bank for any reason whatsoever. This fee will be in addition to any fees charged by the said bank. The amount charged for bad checks may be adjusted at any time by a majority vote of the Executive Board.
Section 5. Should a member’s check be returned (for any reason) member will have fifteen (15) days from the time it is returned to the club’s bank to correct the problem. Secretary must immediately notify, by certified return/receipt mail, any member regarding said situation.
Article II: Duties of Officers and Directors
Section 1. The president shall preside at all meetings; appoint all committees with the approval of the Board of Directors; and perform other duties as may pertain to his/her office. The president shall be ex-officio on standing and ad hoc committees.
Section 2. The vice-president shall perform all duties of the president in his/her absence or disability. In the case of vacancy in the office of president, the vice-president shall succeed him/her in office.
Section 3. The secretary shall receive and act on all membership applications within an appropriate time period; shall, on a regular basis, forward to the treasurer all moneys received; shall consult and advise the Executive Board on all unusual matters; shall keep an accurate record of all meetings and shall perform other reasonable duties which may be assigned by the president.
Section 4. The treasurer shall be the custodian of all funds; shall maintain a bank account in the name of the club and shall maintain a complete set of financial books and records. Within thirty- (30) days prior to the annual meeting the treasurer shall furnish by mail an annual report to the Board of Directors showing the club’s general financial condition and including a proposed annual budget. The treasurer shall at all times be bonded to cover the assets of the club. The Executive Board shall set the amount for bond coverage at each annual meeting.
Section 5. Any officer, director or committee member who leaves his/her position for any reason must relinquish all AFLRC materials in his/her possession within fifteen (15) days of the end of their service. The outgoing treasurer shall forward to the new treasurer the minimum amount of $500 with which to open a local bank account (in the name of the AFLRC) not less than thirty- (30) days prior to the annual meeting. All books and other funds shall be forwarded to the new treasurer on or before the day of the annual meeting. Funds adequate to cover documented outstanding checks may be withheld.
Section 6. The treasurer shall be limited in the amount of expenditure for any item. Any expense in excess of $500 must receive the approval of the Board of Directors with the exception of routine newsletter publication and routine convention expenses.
Section 7. The Board of Directors shall have charge of the various business transactions, authorize the expenditure of moneys by and for the AFLRC and pass on any and all legislative matters found desirable. The Board of Directors shall: have full authority to revise or adjust compensation amounts for services rendered to the AFLRC; conduct routine or special business and reach decisions by mail vote between the semi-annual board meetings; establish club rules and review as needed; supply, in a timely manner, director’s reports to the editor of the official AFLRC publication; and actively promote the American Fuzzy Lop rabbit to the constituents of their district. In the event a director is unable to attend any official Board of Directors meeting, a legitimate proxy shall be appointed and the president notified of same.
Article III: Compensation
Section 1. The secretary shall receive ten (10) percent commission on each adult membership, family membership (two or more members) or youth membership acted upon during his/her term of office. The treasurer shall receive five (5) percent commission on each adult membership, family membership (two or more members) or youth membership acted upon during his/her term of office. This shall be the total compensation for the secretary and treasurer positions. Compensation shall be paid on April 1st and October 1st of each year.
Section 2. The president, vice-president, secretary, and treasurer shall each receive $100.00 for their expenses to attend and participate in the ARBA convention and the American Fuzzy Lop National Show. This payment will be made only to officers who are to preside at the annual meeting held during the ARBA convention and the American Fuzzy Lop National Show.
Section 3. The Sweepstakes Chairman shall be compensated at a rate to be determined and reviewed by the AFLRC Board of Directors at its annual meeting. This shall be the Sweepstakes Chairman’s total compensation. Compensation to be paid upon receipt.
Section 4. The Supply Chairman shall receive ten (10) percent of gross sales which that person makes. All moneys are to be sent to the treasurer upon receipt. This shall be the total compensation for the Supply Chairman. Compensation to be paid upon receipt
Section 5. The newsletter may be prepared by an editor/editorial committee with compensation set by the Board of Directors. Publication/formatting costs will be reviewed yearly and set by the Board of Directors Section 6. The webmaster of the AFLRC website shall be paid $75/quarter: March 1st, June 1st, September 1st, and December 1st of each year.
Article IV: Standing Committees
Section 1. The Election Committee shall consist of a chairman and two (2) members, none of whom shall reside in the same county as either the president or the secretary. Their duty shall be to receive and certify the results to the president and secretary within ten (10) days after the closing of the polls.
Section 2. The Auditing Committee shall consist of a chairman and two (2) members, not more than one shall be of the same district as the treasurer. Their duty shall be to make an audit of the books of the treasurer and to report their findings at the annual meeting.
Section 3. The American Fuzzy Lop Rabbit Club Standards Committee shall consist of a breed standard chairperson and five (5) members. This committee shall fulfill all requirements for a national specialty club standards committee as detailed in the by-laws of the American Rabbit Breeders Association. They shall have the duty to maintain a study of the standard, receive requests for working standards on new varieties and submit proposed standard revisions or additions to the AFLRC membership for approval. Voting on standard proposals may be included with the mailing of election ballots or by a separate mailing. If changes are approved by a two-thirds (2/3) majority of votes cast, the committee shall submit them to the ARBA Standards Committee with recommendations for adoption.
Section 4. The National Show Committee shall consist of a breed chairman, breed secretary and recorder, plus supporting personnel as may be required to carry out necessary duties. They shall be responsible for the proper showing and care of entries, recording of show results, procurement of trophies, operation of the club’s booths and the arrangement of the club’s awards banquet.
Section 5. The Sweepstakes Committee shall consist of the sweepstakes chairman plus supporting personnel as may be required to carry out its duties.
Section 6. The Constitution and By-laws Committee shall consist of a chairman and three (3) members. One of the three members shall be the member who holds the position of secretary. Their duties shall be to review and propose changes to the constitution and by-laws which would be in the best interests of the AFLRC, to review constitution and by-laws changes presented by the general membership, and to endeavor to work with any member to resolve conflicts regarding the interpretation and/or implementation of the club’s constitution and by-laws. After evaluating member-generated changes, the committee’s recommendation for action will be presented to the general membership for vote or further review according to procedures in Article VII, Sections 1 and 2 of these by-laws.
Section 7. The Supplies Committee shall consist of a chairman and members to be appointed by the president. All expenditures for the purpose of purchasing new supplies to be resold must be approved by the Executive Board. For the purpose of replenishing previously approved supplies, any expenditure in excess of $250.00 must be approved by the treasurer.
Section 8: Replacement of committee members shall be made by the chairperson of his/her respective committee, with concurrence from the president. The chairperson may appoint an individual or individuals to fill any vacancies that occur during his/her term, or replace any non-functioning or disinterested members on his/her committee. Final appointment shall be approved by the Board. Final approval by the Board must be determined within one (1) week’s period of time from the proposed recommendation to allow for expediency of the committee’s functions. If decision is not made within the stipulated period of time, the appointments will be in effect as recommended by the committee chairperson and president.
Article V: Voting Procedure
Section 1. Any adult member of AFLRC for one year or more in good standing may apply for candidacy for office. A member wishing to become a candidate for an executive office (president, vice president, secretary or treasurer) must have held office as a director for at least one term or have been a member for a minimum of 3 years. All candidates must request in writing a nominating petition from the club secretary. The petition must be signed by at least three (3) eligible voting members in good standing and must be postmarked no later than May 1 of the concurrent election year.
Section 2. Upon receipt of the nominating petition by the secretary, he/she shall determine if the nominee is currently an adult member in good standing and is therefore eligible to run for office; that the nominating petition has been signed by three (3) eligible voting members in good standing; and that the petition has been postmarked not later than May 1.
Section 3. In the event that the office does not have at least one nominee from these petitions, the president shall appoint two (2) directors to work with him/her to obtain the number of nominees necessary to complete the ballot.
Section 4. The secretary shall mail the ballot or it may appear in the official publication to all eligible voters before August 1. The names of all candidates who have properly qualified under Article V, Section 2 or Article V, Section 3 of these by-laws shall appear on the ballot with space left for a “write-in” candidate for each office. Ballots must be returned postmarked not later than September 1. The Election Committee shall count all acceptable ballots and send a certified statement of the results to the president and secretary. Ballots shall be retained for one (1) year in the event there should be any questions concerning the balloting. Tally of all votes shall be published in the official AFLRC publication.
Section 5. No person whose name appears on the election ballots may be on the Election Committee.
Section 6. In the event of a tie between two or more persons for the same office, the selection shall be made by the Board of Directors prior to the annual meeting from the persons so tied.
Section 7. Members who submit their membership as a family membership will have one (1) vote per adult member of the family to a maximum of two (2) votes.
Section 8. Should any candidate for elected office be unopposed, there shall be no election ballot issued for that particular position, and the unopposed candidate shall be declared elected to said office by acclamation.
Article VI: Order of Business
1. Call to order.
2. Roll call of officers.
3. Reading of the minutes.
4. Report of the officers.
5. Report of the committees.
6. Unfinished business.
7. New business.
8. Good of the order.
Article VII: Amendments
Section 1. These by-laws may be amended by a majority of all votes cast by mail ballot. All members eligible to vote are to be notified in writing of the proposed amendment and furnished a ballot at least thirty (30) days before the closing of the polls.
Section 2. These by-laws may be amended by a majority vote of all eligible voting members present at either the annual or the semi-annual membership meeting, providing that all members have been notified (by publication) of the proposed amendment at least thirty (30) days prior to the annual or semi-annual meeting. The item to be considered must appear on the agenda of the meeting.
Section 3. Any member in good standing may submit to the Constitution and By-laws Committee a proposed amendment to the by-laws provided it is signed by three (3) or more members in good standing and submitted at least ninety (90) days prior to the annual or semi-annual meeting so that it may be published for the required thirty (30) days. Item must appear on the agenda of the annual or semi-annual meeting.
AMERICAN FUZZY LOP RABBIT CLUB POLICIES
Section 1. The president shall appoint three (3) members from three (3) districts to locate judge(s) for the open and youth for judging at the annual ARBA convention.
Section 2. Upon locating judge(s) for both open and youth, a written bid will be obtained by one of the chosen members.
Section 3. Upon receiving confirmation of availability and obtaining the judge(s) for open and youth for the ARBA convention, the names will be submitted to the AFLRC secretary.
Section 4. The AFLRC secretary will submit the names of the open and youth judge(s) to the host club of the ARBA convention for consideration. The final decision to hire these judges is the sole responsibility of the ARBA host club.
Section 5. The three (3) appointed members would work on selecting a judge for the ARBA convention at least 2-3 years prior to the convention, as directed by the president.
Section 6. Judges for the AFLRC National Show will be the responsibility of the show committee for the host club.
Section 7. The AFLRC shall annually designate a minimum of $500 for purchase of awards for the annual ARBA convention. These awards shall include Best of Breed, Best Opposite Sex of Breed, Best Display, Best and Best Opposite of Group (solid and broken), Best Wool, and first through tenth class placements for open and youth. If the cost of the awards is anticipated to exceed $500 by more than $140, a Majority Executive Board approval will be required. All invoices must be sent to the treasurer for payment.
Section 8. At the AFLRC banquet held at the ARBA convention, an auction will be held. All funds raised from this auction will be presented to the host club of the upcoming following year AFLRC National Show. The host club will be given a check within 60 days following the auction. The host club must utilize these funds for awards only and supply the AFLRC treasurer with a receipt that shows the use of all funds within 30 days following the AFLRC National Show. Failure to do so, or if all funds are not used, will result in the host club refunding thefunds from the auction to the AFLRC to be used for the next AFLRC National Show.
Section 9: Voting by the Board of Directors shall be in accordance with the AFLRC Constitution, Article V, for regularly scheduled meetings, allowing voting by being present, or by proxy. In case of special or emergency meetings, voting may be in person, in writing for specific subjects provided each member in advance, or by electronic means when time or other constraints mandate. Electronic means include e-mail, Fax, telegram, telephone, or other means to contact members of the Board of Directors. All such electronic voting shall be compiled by the secretary or other individual specified by the president, and must be followed by written confirmation to the secretary, with a record of such meetings minutes provided to the membership in the next available official AFLRC publication.
Section 10: The secretary, or individual appointed by the president and approved by the Board of Directors, shall arrange with the publisher of the official AFLRC publication for numbered ballots to be placed in each such publication. This will not only enable all members to vote, but will provide ballot tracking to take place, in case of possible voting infractions or questions concerning the balloting IAW Article V, section 4 of the ByLaws. This procedure can be but is not restricted to being accomplished by the secretary or other appointed individual by matching the publisher’s coded address lables to the coded numbers for the ballots, and the publisher placing these matched ballots in the publication. Any ballots not received by members can then be identified and replaced. Any such procedures for ballot matching shall be provided to the Board of Directors by the secretary or other appointed individual prior to the election.