The $12.00 dues per year is a good number for the reason posted, however, it is pointless to charge dues until there is a need. What is the dues to cover? Website maintenance? Fees for a forum? Postage for snail mail newsletters for those in rural areas with dial-up that may not be able to access online docs or even postage for mailing out ballots to vote. Every club I've belonged to still sends those out by snail mail. Most stuff (i.e. officers's duties) will be by volunteers. The question is what stuff will we need money for? Sponsoring the breed at shows with trophies or awards, APA membership for the club (not sure if this is done or if there is a fee for it), any APA fees associated with filing an SOP, creating logo stuff for resale, etc.
For those of you unable to access the documents on the Yahoo group, here is the first draft of the Club Constitution and By-laws. This is a work in progress. Remarks for discussion are in blue
DRAFT Constitution and By-laws
Article I - Name
American Cream Legbar Club
If we choose to adopt a standard significantly different from the UK standard we will have American Cream Legbars, not “Cream Legbars” or do we want to call them “Crested Cream Legbars?”
If following UK standard very closely, then perhaps Cream Legbar Club of America (or North America to include Canadian members?)
Article II – Purpose (or Mission Statement)
Mission: The promotion and preservation of the Cream Legbar breed of chicken developed by R.C. Punnett that is an autosexing, blue-egg-laying and crested light fowl.
This would only apply if we are actually keeping 99.9% of the breed type as developed by Prof. Punnett. Subject to change as the Standard develops.
To that end, the goals of the club are:
- To promote interest in, knowledge and ultimately breeding and exhibiting under an APA approved standard, the [American] Cream Legbar
- To establish the first Chicken Pedigree Database to track the chicken bloodline and genetics of Cream Legbar chickens (Consensus hasn’t been reached on this yet, nor the specifics of what will be contained in the dbase.)
- To encourage friendship, goodwill, cooperation and sportsmanship among [American] Cream Legbar fanciers in the development, breeding, husbandry and advancement of the breed
- To encourage club members to breed their [American] Cream Legbar chickens with integrity and in the spirit of cooperation with other members toward the Standard of Perfection so as to maintain its auto-sexing, blue-egg laying and crested characteristics that make this breed unique
- To prevent fraudulent practices in the breeding, exhibiting and selling of [American] Cream Legbar chickens
- (Any focus on youth and youth activities? They are the future of any breed.)
Article III – Officers
Section 1
The Officers of the [Insert Official Club Name when decided] shall consist of a President, Vice-President, Secretary, Treasurer, and [#] Regional Directors.
Section 2
The officers of this club shall be elected for a term of ____ year(s) by ballot of the members,
counted at an annual meeting? By polling of membership? Limitation on the number of terms in total or consecutively?] When will elections take place? Who can nominate (assumption is consent must be provided by the nominee!) or is volunteering sufficient? When should terms start and end?
Section 3 Optional
A vacancy that arises between elections [if two year terms with portion elected annually, could avoid this?] shall be filled by special election within x number of weeks, months, etc. following the withdrawal or resignation.
Section 4
In order to hold an office, an individual must be [any terms i.e. member in good standing, etc. or leave out] Acceptance of any office is an acknowledgement on the part of the incumbent that s/he is willing and able to carry out the duties of the office.
Section 5
Any member may resign his/her position in
form? notice method? Notice period? If fiduciary responsibility is involved, process for turnover. What about removal from office?
Section 6
Duties of Officers:
President shall be a member in good standing of and act as Chairman of the Board of Directors. S/he shall see that the constitution and by-laws shall be properly executed and that other officers shall fulfill their duties. The President shall preside over all meetings, decide all questions of order, sign all official/legal documents adopted by the club, may call a special meeting with advance notice (define time frame), may appoint committees to carry on the business of the Club and all other duties pertaining to the office of the President.
Anything else? President’s report for any newsletter?
Vice President shall assume all the duties of the President in his/her absence. The Vice President shall vote on all issues before the Board, organize club activities,…
Secretary shall keep the minutes for any meeting of the Board and post them within (timeframe and location i.e. newsletter, website, etc.) Secretary shall also receive members dues and issue membership cards, maintain the membership directory (print or dbase?)
Issue notices of meetings? Other duties?
Treasurer shall maintain accurate records of all financial transactions of the club, receive monies paid to the club and handle purchase for the club (and inventory control for club related stuff for sale, if any?) Treasurer shall post (quarterly? annual?) financial statements (on website? In newsletter?) This paragraph should also cover and distribution/disbursement of assets at dissolution of the club should it occur.
Also, will Secretary/Treasurer positions be held by one person or family member? Usually best not to be.
Duties of the District Directors? Districts to follow APA districts? New?
Section 7
Communication with the membership at large shall be via …
what? Email, Newsletter, Club Forum, Snail mail, online meetings?
Section 8
Meetings – annually? Quarterly? Online? Governed by Robert’s Rules of Order?
Article IV - Membership
Membership shall be open to all persons willing to abide by and promote the stated mission and goals of the [American] Cream Legbar Club. Membership shall be by application and payment of dues.
Voting rights? If dues not paid timely?
Article V – Dues
Annual dues shall be levied against the membership annually as provided in the By-laws. Dues shall be paid to the Secretary by mail
[or paypal? Will need to confirm that a club can register for paypal without being a corporate (non-profit) entity. Should not be under an individual’s paypal account.] Amount set at ? Annual on Jan 1 or another fiscal year? Terms for good standing?
Article VI - Permanent Committees and Other Positions
Standard Committee – APA Liaison?
Database Manager?
Youth Coordinator? Scholarships?
Webmaster?
Newsletter/Editor?
Lifetime Achievement? - Breeder? Exhibitor? Youth Education?
Historian?
Article VII - Process for Writing/Amending By-laws or Constitution
The Constitution of the [American] Cream Legbar Club or its Bylaws may be amended by a two-thirds vote of the total membership. Proposals for amendment shall be submitted in writing to the club Secretary and included in the Newsletter [and/or any other form of notice.] The proposed amendments shall be voted on during the next election of officers.