ARTICLE I. NAME

The name of this organization shall be: VOLUNTEER STATE POULTRY CLUB.

ARTICLE II. PURPOSE

A. The purpose of this organization is to offer a hobby for children and adults which promote the rearing of all fowl. We also wish to promote fun, fellowship, and good sportsmanship. Volunteer State Poultry Club is a family-oriented organization.

B. The Volunteer State Poultry Club is a social club and working team promoting the raising and showing of bantam and large fowl chickens, and any other fowl including, but not limited to, waterfowl, pigeons, and doves.

ARTICLE III. MEMBERSHIP

A. Anyone who shows an interest in the raising of chickens and/or any other fowl shall be admitted to the Club. Any member who wishes to challenge the acceptance of a new member shall present their objections to the Board of Directors, who will consider and decide the acceptance or non-acceptance of such person or persons for membership.

B. The club/members shall not discriminate based on race, religion, disability, or national origin.

C. Dues: The dues shall be $12.00 per year for a single membership, $16.00 per year for a family membership, and $8.00 per year for a junior membership.

1. All persons who have paid their dues shall be entitled to vote at any meetings as they wish. Each family membership is allowed 2 votes.

2. In order to vote, the member must be 16 years of age or older at the meeting date.

3. No one shall be entitled to vote on any matter if their dues are over 30 days in arrears, except for just cause, which will be decided by the Board of Directors.

4. Junior membership – Any person under the age of 18 or who is still in school may join the club as a junior member.

ARTICLE IV. RULES OF OPERATION

A. The constitution of by-laws shall be the only factor in determining the rules of operation.

B. The Board of Directors for the Volunteer State Poultry Club shall settle any dispute arising over the rules of operation and shall make the final decision in the interpretations of the by-laws.

C. A motion to amend, delete, or append these by-laws may be made at any regular meeting. The proposed by-law change must then be published in the newsletter.

Discussion and voting will occur at the next scheduled meeting. The proposed change must be approved by 2/3 of members present and voting.

1. A minimum quorum shall be approximately 25% of the current membership.

2. If passed, the change shall go into effect at the next meeting.

D. Show Rules: The Show Superintendent, Assistant Show Superintendent shall organize the show committee prior to each planned show.

1. All rules concerning the show shall be voted upon by the club members present and voting.

2. The Members of the Board of Directors who are present at a show shall be consulted to settle any dispute that may arise during a show.

E. The governing rules of order for conducting the regular meetings shall be the Roberts Rules of Order, newly revised.

F. When a disagreement or unsettled situation cannot be decided or put to rest by a majority vote of the club members, then and only then, shall the Board of Directors, upon a majority vote, be the sole governing body of the club having the final decision in settlement of the matter at hand.

ARTICLE V. BOARD OF DIRECTORS

A.There shall be a Board of Directors consisting of: 

President, Vice-President, Secretary-Treasurer, three (3) directors, and one (1) alternative director.

B. Duties of the Board of Directors

1. President: The President shall preside at all meetings. He/She shall keep order and shall be Chairman of the Board of Directors. In all votes within the club, the President shall vote only to break a tie.

2. Vice-President: The Vice-President shall serve as President in the absence of the President. The Vice-President shall fill any unexpired term of the Presidency, should the President be unable to serve for any reason. The Vice-President shall also be responsible for advertising and the production of the show catalog.

3. Secretary/Treasurer: It shall be the duty of the Secretary-Treasurer to keep the minutes and attendance records. The Secretary-Treasurer shall have the minutes signed by the President or Vice-President upon their acceptance of the same. The Secretary-Treasurer shall also be in charge of all club monies, shall see that all money is deposited into the bank and that all money is properly accepted and properly dispensed on all club business. The Secretary-Treasurer’s signature shall be on all checks dispensed by the club. In case of an emergency where the Secretary-Treasurer cannot be available, the President will, under those circumstances only, have authority to sign club checks.

4. Show Superintendent: The Show Superintendent shall be responsible for planning and coordinating all shows. Duties shall include:

a. Contacting judges and bringing the proposed judges before the membership for approval

b. Coordinating with the Board of Directors to select and reserve a site for proposed shows.

c. Be responsible for all physical arrangements at the shows.

d. The Show Superintendent shall also give a brief report on the show at the next meeting following the show.

5. Assistant Show Superintendent: The Assistant Show Superintendent shall be responsible for helping with duties which are the responsibilities of the Show Superintendent.

6. Show Secretary: The Show Secretary shall be responsible for accepting and handling all entries and entry fee monies received from exhibitors during a Volunteer State Poultry Club solely sponsored club show. He/She will be responsible for preparing all coop cards, seeing that the coop cards are placed upon exhibition cages, as well as properly preparing, signing, and returning any and all specialty club reports for all Volunteer State Poultry Club shows.

As soon as reasonably possible, monies received from Volunteer State Poultry Club shows should be totaled and turned over to the club Secretary-Treasurer.

After each show given by the Volunteer State Poultry Club, the Show Secretary will give a financial show report at the meeting immediately following the show. The Show Secretary may ask for help from other club members in order to complete all required duties.

7. Assistant Show Secretary: The Assistant Show Secretary shall be responsible for helping with all duties which are the responsibility of the Show Secretary.

He/She shall also be responsible for contacting specialty clubs to request that meets be placed at all the shows and ensure that all reports of such meets be completed and submitted within 30 days of the close of the show.

8. Election Commissioner/Parliamentarian: The Election Commissioner shall be responsible for the counting of all votes, the reporting of those votes counted, and the announcement of the outcome of the voting process on behalf of the Volunteer State Poultry Club. The Election Commissioner shall be elected 1-2 months prior to the election.

9. Directors: There will be three (3) General Directors elected. A fourth (4th) General Director will be elected and allowed to cast a vote if one of the three (3) General Directors cannot be present for a “special vote” meeting, in which case, the Alternate Director shall cast the sixth (6) vote. In case of a tie vote among the three (3) Directors, the President will cast the tie-breaker vote Which will resolve the issue at hand. The President will report, as Chairman of the Directors, on any matter concerning the club, which is up for a vote by the membership. The General Directors shall also accept any other club duties as assigned by the President.

C. Additional Offices:

1. Historian: The club Historian shall be responsible for the collection of and handling of any articles, newspaper clippings, pictures, show catalogs, and any other material related to the Volunteer State Poultry Club, including its members, history, and steady progression, all of which will be placed in a scrapbook or in some such equally presentable manner. All this information will be made available to club members at meetings for their inspection and enjoyment.

2. Newsletter Editor: The Newsletter Editor shall publish a monthly newsletter on behalf of the Volunteer State Poultry Club. The newsletter shall contain information regarding the month’s meeting, next month’s meeting, notes, or memos from the President, information regarding club events, swap & shop, poultry show information, winnings by members, and any other information deemed to be important to the Volunteer State Poultry Club or its members during any given month.

D. All Elected members of the Board of Directors and the Additional Corresponding Officers, at the end of their term of office, shall turn over any and all records, receipts, minutes of the meetings, attendance records, and other such paperwork and property, as may be in their possession, to the newly elected members of the Board of Directors.

E. Election of Board of Directors and Additional Offices.

1. The term of the office of all elected members of the Board of Directors shall be from the end of the last meeting in December each year through the last meeting in December of the following year.

2. Nominations: Nominations will be made by written blank ballots beginning at the September meeting and will close at the October meeting by members present or by mail in nominations.

a. If one chooses to nominate a member to hold an office which has already been held by said member for two or more years, then this must be brought up for consideration before the Board of Directors present at the October meeting before nomination voting is cast.

b. Each member may make one nomination per office except when nominating the General Directors, in which case three (3) nominations will be made.

3. Elections: Elections will be held at the November meeting by written ballots provided at the meeting to members present. These ballots will contain and board of directors and a majority approval of the membership. The procedure shall

1. The Board of Directors will meet, discuss the matter and vote.

2. The Board of Directors must then give written notice of the vote and the impending action to the officer in question and in the newsletter prior to the next regularly scheduled meeting.

3. The matter must be discussed before the membership and voted on at the meeting.

4. If necessary, an interim officer may be appointed by the Board of Directors to serve until the next scheduled election.

ARTICLE VI. MEETINGS

A. The club shall meet once a month on dates convenient to the members at such place, date and time designated by the Board of Directors and club members at the previous meeting.

B. It is expected of all members and visitors to conduct themselves in a mannerly way at all meetings.

ARTICLE VII. GENERAL RULES

A. There shall be NO consumption of alcoholic beverages or any other substances at any meetings or shows. Volunteer State Poultry Club is a family-oriented club.

B. It is expected of all members to work as a team.

C. It is expected of all members to represent the Volunteer State Poultry Club at all meetings and shows attended in a manner that will reflect positively on the club.

D. A member who exhibits inappropriate behavior may be considered for expulsion by the Board of Directors only after a written reprimand from the President and continued inappropriate behavior.