By–Laws of the
OK Holland Lop Rabbit Specialty Club
Section 1. Individual youth and members shall pay a fee of six dollars ($6.00) per year. Individual and pairs of Adult members living in the same household shall pay a fee of twelve dollars ($12.00) per year. Such fee to accompany an application for membership as prescribed by the Board of Directors.
Section 2. 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 addresses the father and mother. The fee for a family membership shall be twelve dollars ($12.00) for the father and the mother and six dollars ($6.00), which will include all qualifying children. All members of the qualifying family must join at the same time.
Section 3. Failure to renew individual or family memberships within 30 days following the annual meeting 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. Of an Officer or Director becomes delinquent in his dues he shall be notified by the Secretary, by regular mail or e-mail, and if his membership is not renewed within thirty days after notification, his office shall be declared vacant.
Section 5. All non-ARBA members will have an additional $1.00 surcharge added for single or youth membership and $2.00 for a family membership in conjunction with the above mentioned fees listed above in Section 1.
Section 6. The annual dues are due the Sunday after the Tulsa State Fair Rabbit Show each year to the Treasurer. Membership shall be considered from January I to Dec 31. All dues shall be paid in advance upon introduction into acceptance by the OK Hollands 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. Persons joining in between Januarys 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 January.
Article II
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 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 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 correspondences 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 receive and act upon all applications for membership; 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: bean 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, or e-mail vote with a majority vote required for passage.
Section 6. Each of the Officers and Directors shall actively raise Holland Lops and promote the breed by sponsoring specialty shows, encourage and assist new breeders, contribute articles and show result information to the Club website, and actively participate in the Club.
Article III
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 the 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 on the website. They shall also report to the membership at each annual meeting.
Section 3. The Show Committee shall consist of a Show Superintendent, Show 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 submission of show reports.
Section 4. The Trophy Committee shall consist of one member to research and recommend trophies for shows and sweepstakes when applicable. Prices and trophies shall be approved by the Board of Directors before orders may be placed for same.
Section 6. The Youth Committee shall consist of an adult chairman and two youth members who shall be responsible for furnishing advice to, and receiving suggestions from, the Officers and Directors of the Club. They shall furnish advice, 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 the Board of Directors may be appointed by the President or the Board of Directors
Article IV
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. Nominations, Elections and Installation of Officers.
5. Consideration of and voting on resolutions.
6. General Business.
7. Unfinished Business
8. New Business
9. Adjournment.
Article V
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 or send an E-mail to the President, who will forward that information to the Board of Directors and each of the club Officers.
Section 2. The Secretary of the club shall prepare a list of nominees to be available to the membership on the website and during the Tulsa State Fair. The voting will take place at the annual meeting the Sunday following the Tulsa State Fair show. 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.
Section 3. Any candidate defeated for any office of the Club, shall make an application a 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, determined by the President. The committee shall assemble and personally count all votes 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.
Article VI
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 or e-mail 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 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 forth herein.
B. President, or if the President be charged, the Board of Directors, shall notify the Special Committee to investigate the complaint and within a reasonable time report its findings to the Board.
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 complaintant 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 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 Section 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.
Article VII
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 August 18 th ,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 on the Club website at least 45 days in advance of the annual or special meeting at which they are to be considered, in order that members may have the opportunity to form an intelligent opinion on their merits.
Section 2. Any proposed change, or amendment to the By-Laws may be submitted to the members of the Club at any time by mail or email ballot, to be voted upon, and the ballots counted, in the same manner as required for passage oa ant proposed change or alteration.
Section 3. A Resolution adopted at an annual or special meeting of the Club shall take effect Jan 1 following such annual or special meeting. Any change or alteration voted by mail ballot shall take effect Jan 1 or sixty (60) days after the date of certification by the Secretary.