1 The Eastern Harlequin Rabbit Club ~Established June 2013~ Constitution and Bylaws CONSTITUTION ARTICLE I NAME This organization shall be known as The Eastern Harlequin Rabbit Club. ARTICLE II OBJECTIVES The Eastern Harlequin Rabbit Club is for people interested in Harlequin Rabbits who reside in the DE, MD, VA, PA, and NJ, although membership is not limited to those states. The club aims to assist breeders and provide information pertaining to the successful breeding, housing and handling of the Harlequin breed. We would also like to encourage social gatherings throughout the area, such as meetings or picnics at local shows, so that members may become better acquainted with the officers and other members of this club. ARTICLE III AFFILIATION This organization shall be affiliated with the American Rabbit Breeders Association, Incorporated. ARTICLE IV MEMBERSHIP Section 1: Eligibility A. Any owner or breeder of Harlequin rabbits, or a person interested in the promotion of the Harlequin Rabbit Breed may apply to become a member of this club upon payment of membership dues, and by agreeing to comply with all rules, regulations and mandates of this Club. B. All membership applications will be voted on by the Board of Directors of this club and applicants will be notified by e-mail of the status of their application. A simple majority vote will determine whether a membership application is approved. C. The Board of Directors reserves the right to accept or reject for any cause any application for membership or membership renewal. Section 2: Classification The types of memberships and associated privileges shall be as follows: A.. Club Charter Membership Adult/Youth: All applications for membership received through September 31, 2013 will be classified as Charter Members. All privileges will be the same as Single Adult Membership, Youth Membership, and Family Membership
B. Single Adult Membership Each Adult Member is entitled to one (1) nontransferable vote in all matters to be voted on by the club membership. Each Adult Member is eligible to serve on committees and, in accordance with other requirements for office-holders, to serve as an officer of the club. Each Adult Member is eligible to compete for Sweepstakes points. C. Youth Membership {Youth Members have the same membership privileges as the Single Adult Members} Individual members through the age of 18 years. Each Youth Member is entitled to one (1) nontransferable vote in all matters to be voted on by the club membership. Each Youth Member is eligible to serve on committees and, in accordance with other requirements for office-holders, to serve as an officer of the club. Please include your Date Of Birth on your Membership Application. Each Youth Member is eligible to compete for Sweepstakes points. Youth have the option of competing in Open or Youth Sweepstakes., Which must be indicated on the Membership Form which one they choose to participate in for the year. D. Family Membership {Each Adult Member has the same privileges as the Single Adult Membership; each Youth Membership has the the same membership privileges as the Single Adult Members} Up to two (2) adult members and all persons under the age of 18 residing at the same address. Please include all Youth s Date Of Birth on the Membership Application. Each adult/youth member listed on the Membership Application has the right to vote. Each member is entitled to one (1) nontransferable vote in all matters to be voted on by the membership. Each adult member is eligible to compete for Sweepstakes points. Youth have the option of competing in Open or Youth Sweepstakes., Which must be indicated on the Membership Form which one they choose to participate in for the year. ARTICLE V OFFICERS Section 1: The officers of this organization shall consist of a President, Vice-President, Secretary, Treasurer, and three (3) Directors. These shall comprise the Board of Directors. (The offices of Secretary and Treasure may be combined in to a single Secretary/Treasurer position at the discretion of the Board of Directors.). 2
Section 2: The general supervision and conduct of the affairs of the Club shall be vested in the Board of Directors, which shall have legislative powers. Section 3: To be eligible to be an officer of this club, an individual must meet the following criteria: A. Must be a member in good standing of the American Rabbit Breeders Association (ARBA). ARBA membership must be paid through the entire term of office prior to assuming a position on the Board of Directors. A. Must be a Charter Member of the club or, after January 1, 2015, must have been a member in good standing for at least two (2) years. B. The President, or in the absence of the President the Vice President, with the approval vote of the BOD, may appoint a person pro tempore. The appointment shall expire at the normal term end, at which time elections shall take place. C: Membership dues for all members running for an office shall be paid 10 days in advance of their resume s being published in the Newsletter and/or on the Club s website. Members running for an office have to be paid up members of ARBA as well. D. Elected Officers may be Adult or Youth Members of this club. E. After an initial start-up period, terms of office will commence on August 1, 2014, with the positions of Vice-President, Treasurer, and one (1) Director commencing on that date, and in every even-numbered year thereafter, and the positions of President, Secretary, and two (2) Directors commencing on August 1, 2015, and in every odd-numbered year thereafter. F. Elections may be held after January 1, 2018, when and if approved by a 2/3 vote by the Board of Directors. G. Vacancies in any office shall be filled by appointment from the President, subject to a simple majority vote from the BOD. All outgoing Officers shall offer help and facilitate a smooth transition of office or risk being disciplined by the BOD for their actions. H. There shall be no write-in candidates during elections, all members willing to run for an office on the BOD shall furnish a written resume to the Secretary prior to the deadline which will be noted on the club s website and in the Newsletter. Resumes received after the deadline (post mark) shall not be considered. I. Resumes will be posted on the Eastern Harlequin RC Yahoo Group, Newsletter & Website. ARTICLE VI MEETINGS Section 1: No annual meetings of the club or the Board of Directors are mandated. Most business will be conducted online via e-mail, e-mail group, and online polling methods. 3
Section 2: Meetings may be called by the President and announced to the membership via e-mail, club newsletter, and/or club web site. Official business will be conducted at such meetings only if at least 5 members of the Board of Directors are present. ARTICLE VII- DISCIPLINE A. Any member wishing to file a complaint of misconduct against another member of the TEHRC shall cite the ARBA or TEHR C & BL and/or official ARBA show rules in their charge and submit those charges in writing, along with proof of misconduct and documentation, to the Secretary of TEHRC. B. In case of charges filed against the Secretary, charges can be filed with the President. A processing fee of $ 20.00 is applicable. The Secretary or President shall bring the charges to the prompt attention of the BOD. The BOD will review and discuss the charges in private, and will vote on the issues at hand. In case of the charges being dismissed as invalid, the processing fee will be kept by the Club. In case the charges are voted on and filed, the processing fee will be refunded. C: Valid charges include, but are not limited to: Any and all charges of misconduct at a ARBA sanctioned Rabbit show as outlined in the ARBA show rules section. Charges of gross misconduct within this Club, misconduct directed at the Club itself or against a fellow member of this club. Misconduct can include but is not limited to negative argumentative behavior, slander, stonewalling, disturbing peace inside the club, proven sabotage of club business. Unacceptable behavior during TEHRC sanctioned specialty shows, known and proven mistreatment of animals in ownership of a member, having been convicted of animal abuse/neglect by a local court, total lack of interest in club business and failure to participate in club related business in case of the BOD members. D. Any member against whom charges have been filed shall be furnished with a complete statement of the charges by the Secretary or President and shall be allowed 20 days to file a reply with the Secretary / President. This can be done via e-mail or paper mail, at the discretion of the BOD. E. The charges, together with a reply, if any has been received, shall be furnished to each member of the BOD for their consideration. This can be done via paper mail or e-mail. The BOD may, by a simple majority vote, reprimand, suspend or expel the member. Less than a simple majority vote (less than half plus 1) shall constitute acquittal of the charges. Notification of the vote shall be furnished by the Secretary in form of a letter mailed by the U.S. Post office. F. Any member suspended from membership shall not be eligible for reinstatement within one year of the date of suspension and the membership must be approved by the BOD. An expelled member will have the right to apply for membership removed for life time. A list of suspended and expelled members shall be kept by the Secretary who shall furnish it to each Officer of the BOD once a year. 4
G. If an Officer or Director does not fulfill his/her duties or shows a lack of interest in club matters, he/she shall be asked to resign by the President or in the case of the President, by the Vice President. Lack of interest includes, but is not limited to: lack of voting on important issues or stone walling club business. If the Officer or Director fails to resign, disciplinary actions as outlined in section B, C, D, will go into action. No processing fee will apply. The BOD can declare an office vacant with a simple majority vote, disciplinary actions against the member can be taken if deemed necessary and the President will appoint a new Officer Director to fill the vacancy. ARTICLE VIII- VOTING The Board of Directors shall vote on all issues related to running the Club in an efficient manner. Voting within the BOD shall be done via Yahoo Group for BOD s; copies of all votes to be kept on paper by the Secretary and published on the Website. The general membership shall vote on election related issues, as well as on amendments of this Constitution & By-Laws (simple majority rule applies to elections and amendments). General membership voting shall be done electronically by Yahoo Group, www.ballotbin.com or www.surveymonkey.com. When a vote needs to be complete by the General Membership the Secretary shall post a message on the Yahoo Group and personal emails on file to the membership announcing the following: which site the Poll will be posted, when you may vote and when the poll will close. Each voting member is required to vote in a timely manner. ARTICLE VIII- MEMBERSHIP CARDS Each member will be issued a unique member number. The Secretary of this club will be authorized to issue a membership card which may be digital- for the member to print themselves or physical and is required to inform the applicant of approval or rejection by either mail or email. ARTICLE IX -AUTHORITY The interpretation of the Constitution and Bylaws, all rules and regulations, and other matters af fecting the club is vested in the Board of Directors. ARTICLE X- DISSOLUTION In the event of dissolution of this Club, all monies and ARBA related assets held by the club at that time shall be donated to the ARBA research and development fund. Equipment brought into/donated to this club by a member shall be returned to that member at that time if possible. ARTICLE X I AMENDMENTS Section 1: Amendments to the Constitution and Bylaws may be suggested by any club member by submitting the amendment to any member of the Board of Directors via e-mail or in writing by regular mail. Section 2: The Board of Directors must approve any amendments by a simple majority vote. June 18, 2013 by Melissa Deitrich 5