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CONSTITUTION:
ROCKY MOUNTAIN
SOCIETY OF AVICULTURE CONSTITUTION AND BYLAWS
Adopted
11-11-05
ARTICLE I - NAME, OBJECTIVES, MEMBERSHIP QUALIFACTIONS, OFFICE, OFFICERS,
MEETING AND GOVERNMENT / AMENDMENTS
Section 1 –
Name
The name of the
organization shall be the Rocky Mountain Society of Aviculture (hereinafter
“RMSA” and 'the club").
Section 2 -
Objectives
(1) To promote
better birds by better breeding, welfare, and care through education.
(2) To learn
new and better methods pertaining to aviculture and conservation.
(3) To have
fellowship with others interested in birds.
(4)
To promote the welfare of the activity of raising and selling birds in
the Rocky Mountain
Region.
(5) To present
shows for open competition.
(6)
To provide rescue, adoption, foster care, and rehoming for birds in need
through the RMSA
Adopt-a-Bird Program.
Section 3 –
Qualifications for Membership
Any person
interested in aviculture or birds who agrees to support the objectives above is
eligible for membership.
Section 4 –
Office of the RMSA
The office of
the RMSA shall be the RMSA President’s home address, or at such other place as
may be designated by the Board of Directors.
Section 5 –
Officers of the RMSA
President, Vice
President, Secretary, Treasurer, Events Manager, Education Manager, Publicity
Manager, Fundraising Manager, Communications Manager, two Trustees, Adopt-a-Bird
Manager, and an appointed Games Manager.
Any member of
six months or more and age 18 years of age and older is eligible to hold office.
However, only one member from a household or family may hold a board position at
any time. Terms of office shall be for two years. (The appointed Games Manager
serves for a one-year term with no term limits.)
Election of
club officers for offices that are open that year will to be held annually at
the December meeting by the majority of members present. These officers will be
installed at the December meeting and will then start their duties January 1st
the following year.
Section 6 -
Meeting of the Society
Monthly
meetings for the combined purpose of transacting business, education, and
fellowship shall be held. Time allotted to the transaction of business shall not
exceed one hour, unless two-thirds of the members present vote to extend the
business part of the meeting.
Section 7 –
Government and Amendments
The laws of the
State of Colorado, the RMSA Constitution and Bylaws, then Robert’s Rules of
Order, shall govern RMSA.
Methods of
amending the Constitution: To amend the Constitution, it must be announced at
the previous meeting, stating the amendment to be made and all members notified.
Two-thirds
majority vote of those members present shall be required to amend the
Constitution and/or Bylaws.
BYLAWS
Adopted
November 11, 2005.
ARTICLE I - POWERS AND PURPOSES OF BYLAWS
Section 1 -
Powers
The RMSA shall
be empowered to do all things and conduct all business, not for profit,
necessary to achieve the objectives of the RMSA in keeping with the Rocky
Mountain Society of Aviculture Bylaws (hereinafter “Bylaws”).
Section 2 –
Purpose of Bylaws
The purpose of
these Bylaws is to provide a broad administrative framework within which the
objectives of the RMSA may be achieved. All business of the RMSA shall be
conducted in accordance with the Bylaws.
ARTICLE II - MEMBERSHIP AND DUES
Section 1 –
Membership
(1) Membership
in RMSA shall be open to anyone interested in aviculture or birds who agrees to
support the objectives cited in the RMSA Constitution are eligible for
membership.
(2) Definition
of membership:
A member shall
be any individual who meets the above criteria and who has paid dues as required
by the RMSA. All members shall have full rights and responsibilities, provided
however, that these rights shall apply only to the RMSA.
(3) Rights and
Responsibilities of membership:
(4) Members 18
years of age and older are entitled to vote and hold office in RMSA, to attend
any RMSA or Board of Directors meeting, and receive all other benefits of
membership in RMSA.
(5) Members of
RMSA shall be governed by the Bylaws.
Section 2 -
Dues
Annual dues
shall be set by the Board of Directors with the approval of a two-thirds
majority vote of the general membership at any scheduled meeting. All membership
dues shall be applied to a 12-month period regardless of when the member joins
during the year. A new membership becomes effective the first day of the month
following payment of dues. A current membership will renew in the month of the
anniversary of membership. A member must renew within the following month to
maintain a continuing membership. If the dues are paid after that grace period
it will begin a new membership.
Section 3 –
Loss of Membership
If at any time
a member becomes non-cooperative and a hindrance to the RMSA, the Board of
Directors, with a simple majority vote, may recommend expelling such person from
membership. A two-thirds vote of the members present at a regularly scheduled
meeting, voting by ballot, shall be required to expel the member.
ARTICLE III - MEMBERSHIP MEETINGS
(1) One
scheduled meeting of the membership shall be held on the second Friday of each
month. This
will be a combined business, education, and fellowship meeting. The first
portion of each
meeting will be for the transaction of business.
(2) To
accommodate a guest speaker or educational activity, the Education Manager may
request that
the presiding officer reverse the order of the evening's activities.
(3) At all
scheduled business meetings of membership; the presence of 15 members
shall
constitute a quorum.
(4) Special
General Membership meetings may be called by the President, Board of Directors,
or a one-third
vote of the membership.
(5) A Board of
Directors' meeting may be called by the President or by any two members
of the Board.
(6) The Board
may change the day of the meeting with a two-thirds majority vote of
the membership
at a general meeting. The change must be published at least two
months in
advance of the said change.
ARTICLE IV - OFFICERS AND DUTIES
Section 1 –
Officers
(1) The elected
officers of RMSA shall consist of: President, Vice President, Secretary,
Treasurer, Events Manager, Education Manager, Publicity Manager, Fundraising
Manager, Communications Manager, Adopt-a-Bird Manager, two Trustees, and the
appointed Games Manager.
(2) These
officers, excluding the Games Manager, shall form the Board of Directors. Any
member of six
months or more and 18 years of age and older, shall be eligible to serve
as an officer.
(3) Only one
member from a household or family may hold a Board position at any time.
A member may
not be elected to more than one Board position simultaneously.
(4) Elections
will be held annually at the December meeting and officers chosen for open
positions by a majority vote of the members present. For terms that begin in
even numbered years, (Vice President, Treasurer, Education Manager, Fundraising
Manager, Adopt-a-Bird Manager, and one Trustee), members shall be elected in
December of the preceding year to serve for a two year term. For terms that
begin in odd numbered years (President, Secretary, Events Manager, Publicity
Manager, Communications Manager, and one Trustee), members shall be elected in
December of the preceding year to serve for a two- year term.
(5) Those
elected shall be installed at the December meeting. They shall start their
duties January 1 of the following year, but they are encouraged to attend that
December's Board of Directors' meeting.
(6) If a
vacancy occurs, that office shall be filled by the majority vote of members
present at
the next
scheduled business meeting. The officer thus elected shall serve the balance
of the
unexpired term.
(7) Elected
officers, in order to remain in office are expected to attend all Board of
Directors' meetings and all regularly scheduled meetings and events of RMSA. An
officer will be considered absent for a particular meeting if s/he misses one
hour or more of the meeting in question. The appointed Games Manager is
encouraged to attend all Board of Directors meetings, but is not required to do
so. If the Games Manager will be absent from a regularly scheduled RMSA meeting
or event, that person must designate another licensed RMSA games manager in
advance who will act as presiding Games Manager for that particular meeting or
event.
(8) Any officer
may be disqualified and removed from office upon recommendation of a simple
majority of the Board of Directors, and this recommendation must be acted upon
at the next scheduled business meeting and will require a two-thirds majority of
those members present to disqualify the officer in question. This vote shall be
by written ballot.
(9) No officer
shall obligate RMSA to any contracts or financial responsibility without prior
approval
from the board
of directors by consensus or majority vote.
Section 2 –
Duties and Responsibilities of Officers
President shall
be the chief executive officer of RMSA and shall:
(1)
Preside at all business meetings of the RMSA and the Board of Directors.
(2)
Be ex-officio member of all committees except the nominating committee.
The President
need not
be present, but must be notified of all committee meetings and must be advised
of
all final
decisions of the committee.
(3) Conduct all
meetings according to the Constitution and Bylaws, then Robert's Rules of Order.
(4) Appoint
such committees or individuals as may be deemed appropriate or as the majority
of members
present may direct, and is responsible for the functioning of it.
(5) Annually
appoint the Games Manager, with the approval of the majority of the board.
(6)
Have the right to maintain order and respect for the chair, guest
speakers, and members
of the
RMSA.
(7)
Sign all documents as may, by law, require his/her signature, and shall,
along with the
Treasurer, sign
both bank savings and checking account signature cards.
(8)
Be directly responsible to the RMSA for general administration of the
RMSA's activities and
shall at all
times strive to do the will of the RMSA within its rules.
(9)
Have the authority to appoint such personnel as may be necessary to
publish and distribute
special
publications that the majority of the membership may consider desirable
(10)
With the assistance of the Board of Directors, prepare an annual budget
to be submitted and
approved by the membership by the end of the first quarter each year
Vice President
shall assist the President in the conduct of the affairs of the RMSA and shall,
directly or through delegation:
(1)
Assume the duties and functions of the President in the event of the
President’s absence
or
inability to serve in his office.
(2) Be
responsible for the arrangement of the site of all Board and general meetings.
(3)
Have the right to maintain order and respect for the chair, guest
speakers, and members of
the RMSA.
(4) Perform any
other duties as assigned by the President and/or Board of Directors.
Treasurer shall
be chief financial officer of RMSA and shall have custody of the RMSA’s assets
and funds and shall:
(1)
Collect, administer and account for all monies belonging to RMSA; pay all
bills and fees timely.
(2)
Deposit within fourteen calendar days all monies received in the name of
RMSA in a bank
approved
by the Board of Directors.
(3)
Not pay out any monies over $50.00 that are not already included in the
approved annual
budget
for the club's various program areas, without the approval of the Board of
Directors
or a majority vote of the membership present at a regularly scheduled meeting.
(4)
Have the financial reviewed annually by the RMSA Financial Review
Committee. The chair
of this
committee will be appointed by the current President, with committee members
to be
chosen by the chair.
(5) At the end
of the calendar year, prepare an annual Profit & Loss
financial statement for
submittal
by March 1st of the following year for publication in the RMSA
newsletter.
(6)
Account for all monies involved with the shows or exhibitions and make
reports to the
membership
on the same.
(7)
Keep and have ready for inspection, upon request, books and records
pertaining to the funds
of the
RMSA.
(8)
Keep an itemized account of receipts and disbursements and give a written
report at the regular monthly meetings of the Board of Directors and of the
RMSA.
(9)
Sign with the President any and all documents the law may require the
signature of the
Treasurer.
(10) Perform
such duties as requested by the President or the majority of members present at
any
scheduled business meeting or Board meeting.
(11) Be
responsible for the functioning of the Games Manager, reporting regularly to the
Board
and to the general membership on the status of the raffle bank account, as
well as
raffle expenses and income.
(12)Ensure the
club has the proper State Raffle License and that fees are current. Ensure the
Games Manager is a State licensee and is current as a licensee for the club.
Complete
and submit applicable documentation and fees for the club, such as but not
limited
to those for the club's USPS post office box, Federal/State tax forms. Maintain
current
state sales tax license; collect, record and pay any applicable sales tax.
Ensure
that the
501 (c) 4 status is always current. Ensure that the club's liability insurance
is
current
and sufficient for the club's purposes.
Secretary shall
be responsible for maintaining full and complete records of RMSA's general
meetings, meetings of the Board of Directors and other special meetings as
designated by the President. The Secretary shall:
(1)
Keep the minutes of all proceedings at all meetings of the RMSA and the
Board of Directors and have charge of RMSA records, including taking attendance
of all Board members at Board meetings, regularly scheduled club meetings, and
club events.
(2)
Carry on all correspondence and, when necessary, notify all members of
meetings, activities,
and any
special business needing prior notification.
(3)
In the absence of both President and Vice President, call the meeting to
order and appoint a
temporary
chairperson.
(4) Notify all
members at the time their dues are payable.
(5)
Be prepared to refer to minutes of previous meetings, have the
Constitution and Bylaws available at all meetings and keep available an accurate
membership list for reference at all meetings.
(6)
Perform such duties as requested by the President or the majority of
members present at any
scheduled
business meeting.
(7)
Maintain a record of special club actions, which will affect club
activities for several years or
until
rescinded. This is to prevent loss of important club action in the general
minutes.
(8)
Be responsible for the issuance to all new members a copy of the Bylaws,
a membership card
and
membership renewal notifications.
Events Manager
shall:
(1) Be
responsible for such shows and/or exhibits events as RMSA may decide to hold.
(2)
Have the authority necessary to carry out responsibilities and shall
present a financial
budget for each
event at least two months prior to said event.
(3)
Appoint such committees as necessary and shall be ex-officio chairperson
of all these
committees.
(4)
With the approval of the Board of Directors, select the place and
judge(s) for show
and/or
exhibitions.
(5) Be directly
responsible to RMSA through regular reporting.
(6) Contact the
management of the places for shows and/or exhibits.
(7) Appoint any
committees and assistants as needed to run the show most effectively.
Education
Manager shall:
(1)
Arrange for educational speakers at the regularly scheduled general
membership meetings.
(2)
Be responsible for educational outreach programs in which the club
chooses to participate.
(3)
Be responsible for developing/purchasing, maintaining, and distributing
printed educational
club
materials.
(4)
Be responsible for maintaining the club library.
(5) Appoint any
committees or assistants as needed to meet the club's educational goals.
Publicity
Manager shall:
(1)
Contact the news media and other media for the purpose of publicizing
RMSA, its shows,
exhibits,
bird sales, or any other special activities and club programs.
(2)
Appoint assistants as needed.
(3) Report
regularly to he Board and membership on publicity expenditures.
Fundraising
Manager shall:
(1) Present
fundraising projects for approval to the Board.
(2) Oversee
approved fundraising projects.
(3) Appoint
committees or assistants as needed to effectively run the fundraising program.
(4) Maintain an
inventory of all items procured and sold.
(5)
Keep an itemized account of receipts and disbursements and give a regular
report to
the Board
of Directors.
Communications
Manager shall:
(1)
Create and distribute a monthly newsletter for the membership and other
interested parties according to a set monthly schedule and budget.
(2)
Coordinate with other Board members and committee members as needed
regarding printed and/or electronic publication of club information and/or items
of interest to readers.
(3)
Serve as RMSA's club liaison to other clubs and organizations to share
information and ideas about effective communication methods and technology.
(4)
Direct the work of the club's web master and manage the vendor
relationship with the web hosting company.
(5)
Perform such duties as assigned and determined by the RMSA Board of
Directors.
Adopt-A-Bird
Manager (hereinafter "AAB") shall:
(1)
Form an AAB Committee consisting of three additional members approved by
a majority vote for a one-year term of service at the January membership meeting
each year.
(2)
Guide the AAB Committee in establishing and maintaining a set of rules
governing the Committee's operations; the Board of Directors must review these
rules by September 30 each year. Any changes in the rules at any time must be
approved by a two-thirds majority vote of the members at a general membership
meeting.
(3) Ensure that
the AAB Program conforms to Federal, State of Colorado and local government
regulations affecting the club functioning as a shelter/adoption facility,
including maintaining all forms, records, inspections, licenses as required by
law.
(4)
Be responsible for all birds entering and leaving the program, including
but not limited
to determining
whether veterinary care is required for any bird entering or leaving the
program, approving in advance the expenditure of club funds for any veterinary
care that may be required, and approving in advance the choice of the
veterinarian to be consulted.
(5)
Establish and supervise the Foster Homes as needed, ensuring they meet or
exceed all
State
requirements. Direct the inspection of all foster homes prior to the first
placement of
birds in
that home, then annually thereafter, in compliance with PACFA requirements.
(6)
Report regularly to the Board of Directors and to the general membership
on the status
of the
AAB program.
(7)
Supervise the collection and use of monies received as fees and any
monies or materials donated to the AAB program.
a.
Manage and be accountable to the Board of Directors for the AAB bank
account and
debit
card.
b.
When sufficient net proceeds are available for charitable distribution
following the determination of AAB's previous year's annual net proceeds,
oversee the distribution of one-half of the previous year's proceeds by the club
to one or more organizations involved in avian conservation or research. AAB
'Proceeds' are defined herein as the net result of subtracting all expenses for
a given calendar year from all the fees and donations received in that same
calendar year, but does not include whatever funds were carried over into the
AAB account from the previous calendar year; these funds shall not be included
in this calculation. The choice of which organization(s) will receive a donation
shall be based on a majority vote of the members at a general membership
meeting.
c.
Ensure that one quarter of the previous year's annual net proceeds from
AAB
is
transferred to the club's general fund.
d.
Retain one quarter of the previous year's annual net proceeds in the AAB
bank
account
for operational needs.
Trustees (two
board positions) who shall each:
(1) Serve in an
advisory capacity in all matters dealing with the business and welfare of the
RMSA.
(2) Maintain
order and respect for the chair, guest speakers, and members of this RMSA during
Board and
general membership meetings.
(3) Perform any
other duties as assigned by the President and/or Board of Directors.
Games Manager
shall:
(1) Be
responsible for all Colorado State Licensed raffles which involve RMSA.
(2) Ensure that
the club follows the rules and regulations of the State of Colorado as they
pertain
to the
club's raffle license and the conduct of all club raffles.
(3)
Report directly to the club Treasurer for regular reporting to the Board
of Directors.
(4)
Ensure timely filing of all reports required by the State of Colorado,
including the annual
raffle
license renewal, and ensuring the State Raffle/Bingo taxes are paid as required.
(5)
Hold a current State of Colorado Raffle/Bingo Games Manager's License;
ensure that the
club has a
sufficient number of licensed games managers who can assist at club raffles.
ARTICLE V
BOARD OF DIRECTORS
Section 1 –
Members of the Board of Directors
The voting
members of the Board of Directors shall consist of all elected RMSA Officers.
(As an appointed officer, the Games Manager does not have a vote on the Board of
Directors.) For purposes of conducting a Board of Directors meeting, a quorum of
greater than 50% of current Directors is required. All board decisions and
actions shall be considered official and binding when there is a quorum and when
the motion or consensus decision is supported by a majority vote of the board
members present. All Directors will be notified of Board of Directors meetings
in advance by the Board's Secretary or the Board President.
Section 2 -
Responsibilities
The Board of
Directors is the managing council of RMSA and shall:
(1)
Be directly responsible to the membership and shall represent RMSA on all
matters pertaining
to or
resulting from RMSA's incorporation.
(2)
Supervise the operational functions of RMSA, making such recommendations
and offering such
advice as
it may feel pertinent to the general well being and overall stability of the
club.
(3)
Assist the President in the preparation of an annual budget to be
presented to the membership
for
approval.
(4)
Meet on a regularly scheduled basis to conduct club business.
ARTICLE VI
ELECTIONS AND NOMINATING COMMITTEE
Section 1 –
Election by Simple Majority
All officers
shall be elected by a majority vote.
Section 2 -
Nominating Committee
(1)
Consists of three members who shall be elected by a simple majority at
the September
general
membership meeting. The current year's President may not be a member of
the
nominating committee.
(2)
Presents to the membership at the October meeting a slate of officers for
that December's
election
of club officers.
(3)
Any member of the nominating committee may be a candidate for office. The
work of the
nominating
committee shall continue until the day of election.
Section 3–
Nominations
Prior to the
election meeting that is held in December of each year, the Board would
encourage potential candidates to run for office by publishing a notice in the
Newsletter. The list of currently known candidates for office, with the time and
place of the election meeting, shall be published in the Newsletter and on the
RMSA web site at least thirty (30) days prior to the election date. At the
election meeting, additional nominations will be accepted from any member for
either themselves or on behalf of others. Individuals nominated by someone else
must accept or decline the nomination prior to the time the election is held
that evening.
Section 4 -
Voting
The voting body
of the RMSA shall consist of the members who are 18 years of age and older and
whose dues are current.
The vote may be
taken by voice vote where there is but one candidate for office, and shall be by
ballot for any office where more than one candidate has been nominated.
ARTICLE VII
REVISIONS AND AMENDMENTS
The members
shall have the power to revise or amend these Bylaws by a two-thirds vote of
members present at any scheduled business meeting, provided that the amendment
or revision(s) to be made has been read at the previous meeting.
The Board of
Directors shall review the Bylaws on odd numbered years.
ARTICLE VII
DISSOLUTION
Should it
become necessary to dissolve this society, all properties and books owned by the
club shall be auctioned off to society members and after all debts of the
society have been fully paid, the remaining monies in the treasury shall be
given to the American Federation of Aviculture.
No part of the
net earnings or the treasury of the society shall accrue to the benefit or be
distributed to members, officers, or other private persons.
303-456-0068
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