OHRC CONSTITUTION & BYLAWS
Table of Contents:
Article VI
CONSTITUTION AND BY-LAWS
OF THE
OHIO HUNTING RETRIEVER CLUB, INC.
The name of the Club shall be the Ohio Hunting Retriever Club, Inc. (known as OHRC for the remainder of document).
Furthermore, the OHRC will support and protect the inherent rights of American citizens to keep and bear arms, promote the hunting, conservation and management of game birds and wildfowl, and to educate hunters with high ethical standards.
The OHRC shall not be conducted or operated for profit and no part of any profits or remainder or residue from dues or donations to the OHRC shall benefit any member or individual.
The home office of the OHRC shall be the residence of the current club president.
Item A. Membership is open to any breeder, owner or enthusiast of Hunting Retrievers regardless of sex, race, creed or color.
Item B. Club members are not required to be a member of the national HRC nor do their dogs have to be purebred nor registered with the UKC or any other registry.
Item C. Annual membership dues shall be due January 1 with membership running from January 1st thru December 31st.
Item D. Membership is open to any individual regardless of any age. Minors (under 18 years of age) shall enjoy full rights and responsibilities of membership, with the exception of voting privileges and when activities are age-restricted by state or federal law or by U.K.C. policy (for U.K.C. Licensed events) or by specific OHRC policy.
Item E. All officers and directors must pay dues.
Item F. Membership dues shall be $25 per year for individuals and $30 per year per family.
Item G. Family memberships entitle each spouse to a separate vote.
Item H. Membership dues amounts can be amended by the Executive Committee.
Item A. By resignation. Any member may resign from the OHRC at any time upon written notice to the Secretary.
Item B. By lapsing. A member will be considered lapsed and automatically dropped from the membership roll if dues remain unpaid after December 31st. The Board may extend a grace period up to 30 days at its discretion. In no case shall a person be entitled to vote whose dues remain unpaid at the time of the vote.
Item C. By expulsion. A member may be terminated by expulsion as outlined in Section 3 of these by-laws.
Item A. HRC suspension. Any member who is suspended from the HRC will automatically be suspended from all privileges of the OHRC for a like period of time.
Item B. HRC expulsion. Any member who is expelled from the HRC will automatically be expelled from the OHRC.
Item C. Charges. Any member may file charges against another member for alleged misconduct and/or non-sportsmanship like conduct contrary to the best interest of the OHRC. Charges may include but are not limited to illegal hunting and fishing acts or convictions, cruelty to animals, drunkenness and/or vulgar language, illegal drug usage, theft or fighting at club functions and activities or while representing the OHRC at any activity including but not limited to Hunt Tests, demonstrations or any other public events. All charges must be filed in writing with the Secretary. The Secretary must promptly provide a copy of the charges to each member of the Board of Directors. The Board will consider whether the actions alleged in the charges constitute a formal Board Hearing. Should the Board determine that a formal Board hearing is necessary, then it will fix a date for the hearing within thirty (30) days. The Secretary will promptly send one copy of the charges to the accused member by registered mail, along with a notice of the hearing. The accused may appear at the hearing in his/her own defense and may bring witnesses if he/she wishes.
Item D. Board Hearing. After testimony and evidence is presented, the Board may, by a majority vote of those present, suspend the defendant from all privileges of the OHRC for not more than 6 months from the date of the hearing. If the Board deems suspension insufficient, it may also recommend to the membership that the penalty be expulsion. Should the Board recommend expulsion, then the defendant is automatically suspended for six (6) months. Immediately after the Board has reached a decision, its findings must be placed in writing and filed with the Secretary. The Secretary, in turn, will notify in writing the defendant and all Board members of the decision.
Item E. Expulsion. Expulsion of a member may only be accomplished at a meeting of the club following a formal board hearing and upon the board’s recommendation as provided in Section D of this article. Such proceedings must occur at a special club meeting defined for the sole intention to determine expulsion. This proceeding must occur within sixty (60) days after the Board’s recommendation for expulsion. The defendant shall have the privilege of appearing in his/her own behalf but no evidence will be taken at this meeting. The President will ready the charges and the Boards finding and recommendation and shall invite the defendant, if present, to speak in his/her own behalf. The members shall then vote by secret ballot on the proposed expulsion. A two-thirds (2/3) vote of those voting members present shall be necessary for expulsion. If expulsion is not so voted, then the Boards suspension shall stand.
Item A. The officers of the OHRC shall be a President, a Vice-President, a Secretary and a Treasurer. These officers shall constitute the Executive Committee (officers) and, assisted by an elected Board of Directors, will perform the duties prescribed by these by-laws and by Parliamentary Authority adopted by the Hunting Retriever Club, Inc.
Item B. An Executive Committee member must be an elected official. A term of office shall be two (2) years starting March 1 of year one (1) of the two-year term.
Item C. The election of the President and Treasurer shall be on even years starting in 2006. The election of the Vice-President and Secretary shall be on odd years starting in 2005.
Item D. An Executive Committee member must be voted on via secret ballot election conducted during the Annual Membership Banquet held in January by paid members only. Before the election at the annual meeting, or by absentee ballot to the membership, additional nominations from the floor shall be permitted.
Item E. The Secretary shall direct, tally and announce the results of elected officers immediately following the conclusion of the elections. The gathering and counting of the ballots must be verified by a general member who is not running for office.
Item F. Officer vacancies (except President) occurring prior to the end of the term shall be filled by election at a general membership meeting.
Section 2: Board of Directors
Item A. The OHRC Board of Directors shall consist of three OHRC members. The Board of Directors will assist the Executive Committee (officers) in performing the duties prescribed by these by-laws and by Parliamentary Authority adopted by the Hunting Retriever Club, Inc. The Board of Directors are to meet with and assist the Executive Committee carry out the business and interest of the OHRC.
Item B. A Board of Director member must be an elected official. A term of office shall be two (2) years starting March 1 of year one (1) of the two-year term.
Item C. One (1) Board member shall be elected on even years starting in 2006 and two (2) Board members shall be elected on odd years starting in 2005. To begin the Board member election cycle, all three Board members will be voted on and elected starting in 2005 with the first Board member elected to a one (1) year term ending in 2006.
Item D. A Board of Director must be voted on via secret ballot election conducted during the Annual Membership Banquet held in January by paid members only. Before the election at the annual meeting, or by absentee ballot to the membership, additional nominations from the floor shall be permitted.
Item E. The Secretary shall direct, tally and announce the results of elected Board members immediately following the conclusion of the elections. The gathering and counting of the ballots must be verified by a general member who is not running for office.
Item F. Board of Director vacancies shall be filled by the approval of the Executive Committee and the remaining Board of Directors with a two-thirds (2/3) vote. Candidates will be announced by the nominating committee as per Article V, Section 1, Item A.
Item A. No member shall hold more than one office at a time. No member shall be eligible to serve more than two consecutive terms in the same office unless no other eligible club member is willing to serve in that office.
Item B. No member shall be eligible to be an officer or Board member of the OHRC until after he/she has been a member in good standing of the OHRC for at least one full membership year.
Item A. The officers of the OHRC shall constitute the Executive Committee.
Item B. The Executive Committee and Board of Directors shall perform general administration and supervision of the affairs of the OHRC between its business meetings, fix the hour and place of meetings, make recommendations and shall perform such other duties as are specified in these by-laws.
Item C. Unless otherwise ordered by the President or the Executive Committee, regular meetings of the Executive Committee, together with the Board of Directors, shall be held preceding the General Membership meetings.
Item A. The General Membership Meetings shall be held as ordered by the OHRC or by the Executive Committee and Board of Directors. Location, dates and times of General Membership Meetings will be determined by the Executive Committee and notification made to all members thereof. General Membership Meeting shall be for the purpose of receiving of officers and committees and for any other business that may arise.
Item B. General Membership Meetings shall be open to all current members and guests of members.
Item C. All business submitted by vote to the general membership shall be decided by a majority vote of the members present at regular meetings, except as otherwise stipulated in this Constitution and By-Laws.
Item D. Special Executive Committee Meetings shall be called by the President of the Executive Committee when necessary and advisable.
Item A. A Nominating Committee shall nominate candidates for the offices of the Executive Committee and the Board of Directors to be filled at the Annual Membership Banquet meeting. The nominating committee shall be the Secretary, a Board member and a general member of the Ohio HRC.
Item B. An Auditing Committee of two members shall be appointed by the President prior to the annual meeting each year. It shall be the duty of the Auditing Committee to audit the Treasurer’s accounts as well as any other income or expenses involved with the OHRC (not limited to but may include raffle tickets, donated items, fund raiser money) and to report at the annual meeting. The auditing committee shall be the Vice-President and an assigned Board member.
Item C. Such other committees, standing or special, shall be appointed by the President or as the Executive Committee shall from time to time deem necessary to carry on the work of the OHRC.
Item A. The OHRC shall be affiliated with the Hunting Retriever Club, Inc. (HRC) and United Kennel Club, Inc. (UKC). There shall be no other affiliation with any other canine registering office, club or group. This Article of which has been sent to all current members at least thirty (30) days in advance. For the purposes of counting the votes, any members who have abstained from voting will not be counted in either the numerator or the denominator. Absence from the meeting will be considered an abstension in voting.
Item B. The OHRC as a whole may purchase, be given and/or be assigned a single membership in another organization such as, but not limited to, the National Rifle Association, Ducks Unlimited, Pheasants Forever or any other local, regional, state or national chapter, club or organization by a majority vote of the Executive Committee and the Board of Directors.
Section 1: Duty of Officers and Executive Committee
Item A. President.
The President serves as the presiding officer and spokesman of the OHRC. He/she shall preside over all meetings of the membership and the Executive Committee.
As the Executive head of the OHRC, he/she shall be responsible for preserving and maintaining the highest principles of the OHRC. He/she shall have authority to appoint any and all committees, as he/she may deem necessary to carry out the business and interest of the OHRC.
The President is responsible for the day-to-day administration of the OHRC between Executive Committee or General Membership meetings. Where practical, he/she shall seek out input from the other officers before making major decisions between meetings.
The President is responsible for and may have a designated appointee to manage the club website www.ohiohrc.org. The designated appointee may or may not be a member of OHRC. Two sets of passwords and user logins will be kept at all times allowing more than one person to have access of our website. The Vice President will keep the 2nd set of passwords and user logins.
The President serves as a member of the Executive Committee and has full privileges thereof, i.e., voting rights, motion rights, debate rights, etc.
Item B. Vice-President
The Vice-President assists the President in directing, coordinating and controlling activities of the OHRC. The President and Vice-President shall work closely together in keeping the lines of communication open to insure the Vice-President is kept well informed. The Vice-President shall serve in an advisory capacity to the President on issues needing consultation and serve a role on the Auditing Committee.
Should the President be unable to fulfill the obligations as President, such as resignation, removal, death or disability, the Vice-President shall automatically assume the office and duties as President.
The Vice-President shall accept other responsibilities as assigned by the President.
The Vice-President serves in an active capacity in managing the functions of the OHRC. Therefore, it is important that he/she is competent to perform the duties thereof.
Item C. Secretary
The Secretary shall keep a record of all meetings of the club, the Executive Committee, the Board of Directors and of all other matters of which a record shall be ordered by Executive Committee or Board of Directors. The Secretary shall maintain a current membership list, process membership applications, forward membership materials as deemed necessary, serve a role on the Nominating Committee and carry out other such duties as prescribed in the by-laws.
The Secretary serves as a member of the Executive Committee and has full privileges thereof, i.e., voting rights, motion rights, debate rights, etc.
Item D. Treasurer
The Treasurer shall hold funds deposited with him/her and disburse them as bills are received. Any two members of the Executive Committee are authorized to endorse checks for cash for deposit or sign items ordering withdrawal from the OHRC account. The Treasurer is required to keep current, as nearly as possible, a balance of OHRC funds at all times. He/she is required to disclose a current balance statement at all monthly general membership meetings and make a full financial report at the Annual Membership Banquet meeting held in January.
The Treasurer will issue the current Vice President a monthly back up copy of our bank account information.
The Treasurer serves as a member of the Executive Committee and has full privileges thereof i.e., voting rights, motion rights, debate rights, etc.
Item E. Executive Committee
Members of the Executive Committee (assisted by the Board of Directors) will participate in the decision making process and the general supervision of affairs of the OHRC between its business meetings.
All members of the Executive Committee should actively participate in meetings of the Executive Committee expressing their views, concerns and motions will willingly serve on special committees to consider, investigate or take action on certain matters or subjects pertinent to administration of the OHRC.
With the exception of ARTICLE VI, this constitution and by-laws may be amended at any time under the following guidelines:
Item A. Proposed Changes:
Item B. Petitions:
Amendments proposed by petition by the general membership shall be promptly considered by the Board and must be submitted to the members with recommendations by the Board for a vote within three (3) months of date when the petition was received by the Secretary.
Petition by the Board must also be submitted to the members in the same manor.
Item C. Voting
The constitution and by-laws may only be amended by a two-thirds (2/3) vote of the total membership in good standing. Voting may take place at any regular or special meeting called for the specific purpose thereof or by special ballot sent to members by the Secretary. In either case, the Secretary will tally the counts and provide the Board in writing the results.
Item D. Implementation:
The approved amendment will go into effect within thirty (30) days of approval. The constitution and by-laws will be updated and the revised copy will be filed with the Secretary. (See Article XII for revision update requirements).
Item A. The OHRC may be dissolved at any time by the written consent of not less than two-thirds (2/3) of the members. In the event of dissolution, whether voluntary, involuntary, or by operation of law, none of the property, assets or proceeds may be distributed to any member(s) of the club. However, after final payment of all debts of the club, all net assets must be distributed to any Region 7 HRC affiliated club(s). That club will be determined by a majority vote of the OHRC Executive Committee and the Board of Directors.
Section 1: Hunts, Fun Days, Etc.
Item A. All H.R.C./U.K.C. rules and policies will be followed at all U.K.C. Licensed Hunts sponsored by the OHRC. The Executive Committee has the right to institute additional operating rules as necessary for the safety of members and their dogs, to the extent such matters are not covered by H.R.C./U.K.C. rules.
Item A. A rule of order must be followed at all general, annual or special meetings. It is recommended that the Roberts Rules of Order shall be accepted as a basis of a Parliamentary procedure in all meetings of the OHRC. The overall format of all meetings shall reset with the President or presiding officer.
Item A. In accordance with ARTICLE VIII; all modifications, updates and revisions to the by-laws, either by elections or committee, must be designated by a revised copy containing the revision date and reason.
CREATION DATE: April 1, 2004. Initial Constitution and By-Laws.