Constitution & By-Laws

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DWARF PAPILLON RABBIT CLUB OF AMERICA

CONSTITUTION

ARTICLE I – Name

Section 1. The name of this association shall be the Dwarf Papillon Rabbit Club of America. (A non-profit corporation.) The hereafter may be referred to as DPRCA.

 

ARTICLE II – Objectives

Section 1. To maintain and improve the breeding and exhibition of all varieties of Dwarf Papillon Rabbits.

Section 2. To provide memberships to all persons interested in promoting and/or supporting the Dwarf Papillon Breed.

Section 3. To develop and create greater interest and demand for the Dwarf Papillon rabbit for exhibition and as pets.

Section 4. To work in close cooperation with the American Rabbit Breeders Association, Inc. to maintain and improve the Dwarf Papillon Standard of Perfection.

Section 5. To maintain a sweepstakes system to promote the exhibition of Dwarf Papillon rabbits.

Section 6. To acknowledge the Youth of the DPRCA, positively promote and support youth activities, and provide leadership opportunities for the youth within the DPRCA.

 

ARTICLE III – Affiliation

Section 1. This Club shall be affiliated with the American Rabbit Breeders Association, Inc. (Hereafter may be referred to as ARBA.)

Section 2. Any regional or state Dwarf Papillon Specialty Club whose organization is in accord with that of the DPRCA may apply for affiliation by submitting a completed affiliation application, with payment of the appropriate fee and approval of the DPRCA Secretary/Treasurer. A copy of the applicant club’s Constitution and By-Laws and a list of the club’s officers must accompany the application.

Section 3. All officers of any local, district or state Dwarf Papillon Specialty Club must be members of the ARBA and DPRCA and that club must include this provision in its Constitution and By-Laws.

Section 4. The DPRCA Secretary/Treasurer shall review the affiliation application and if found to be in compliance shall issue a certificate of affiliation with the Dwarf Papillon Rabbit Club of America, Inc.

 

ARTICLE IV – Membership

Section 1. Any person may apply for membership by submitting a completed membership application along with payment of one (1) years dues. (Adults – Nineteen (19) years of age or older and Youth – up to Nineteen (19) years of age) to the Secretary of the DPRCA. By submitting an application for membership the applicant agrees to comply with all rules, regulations and mandates of the DPRCA.

Section 2. The Board of Directors reserves the right to accept or reject, for just cause, any application for membership.

Section 3. Term of membership begins with and shall be acknowledged by the issuance of a welcome email by the Secretary/Treasurer of this organization.

Section 4. All members shall have the right to vote electronically for election of officers and/or sign petitions for elective members of the DPRCA Board of Directors and put forward proposed amendments to the Constitution and By-Laws.

Section 5. Members may not vote by proxy.

Section 6. The President may grant Life Membership with Board approval to individuals whom they determine to be deserving of this honor. These individuals shall be entitled to all membership privileges.

 

ARTICLE V – Officers

Section 1. The officers of the DPRCA shall consist of the President, Vice-President, and six (6) Directors at large and shall be elected by simple majority of the electronic ballot from the club’s membership.

Section 2. The appointed officer of the DPRCA shall consist of the Secretary/Treasurer. The Secretary/Treasurer shall be appointed by the President with simple majority approval of the DPRCA Board of Directors. The appointment of the Secretary/Treasurer shall continue until such time the President executes a new appointment.

Section 3. The Directors shall be elected by and from the membership. 1 Director per state.

Section 4. Any one (1) member may not hold more than one (1) position on the DPRCA Board of Directors. No youth may hold office in the DPRCA.

Section 5. All elected members of DPRCA Board of Directors shall be granted a two (2) year term of office. Elections will be held on odd numbered years.

Section 6. Terms of newly-elected officers shall begin September 15th.

Section 7. Vacancies in any office, for any reason, shall be filled by appointment by the President, with board approval.

 

ARTICLE VI – Discipline

Section 1. The DPRCA Board of Directors may take disciplinary action against any member or reject a membership application or renewal for conduct which in its judgment warrants such action. Said member shall be notified by email of this BOD action and shall have 30 days in which to reply with rebuttal information regarding this action and or rejection. The Board of Directors has the right to determine disciplinary action, the said action may include, but is not limited to an apology, letter of reprimand, suspension of membership, or a lifetime rejection following any 2 suspensions within a 5 year period.

Upon a favorable 2/3 vote by the DPRCA Board of Directors determination of action will take place and be communicated to all parties involved. In the event the accused member fails to respond to the BOD as set forth above, said person shall be removed from the membership files for a period of one (1) year and shall have no right to appeal said action. This is a DPRCA Board driven suspension, expulsion, or rejection of membership, differing from an individual formal complaint found in Article VI Discipline, Section 2.

Section 2. Any charge brought against a member for misconduct and/or misdoing, must be made in writing, signed by the author and forwarded to the DPRCA Secretary/Treasurer accompanied by a $50 nonrefundable filing fee. The DPRCA Secretary/Treasurer shall send a copy of the complaint to all members of the board of directors for review. Upon a favorable simple majority vote by the Board of Directors the complaint will then be forwarded to the accused by email. The accused member shall have thirty (30) days from the date of mailing to respond to the complaint in writing. Upon receipt of the response the DPRCA Secretary/Treasurer shall forward copies of the original complaint, the response and copies of all correspondence to the DPRCA Board of Directors for their review and determination of action to be taken. The Board of Directors has the right to determine disciplinary action, the said action may include, but is not limited to an apology, letter of reprimand, suspension of membership, or expulsion. Upon a favorable 2/3 vote by the DPRCA Board of Directors determination of action will take place and be communicated to both parties. The DPRCA Secretary/Treasurer will notify both the author of the complaint as well as the accused, the result of any vote within ten (10) days of any vote taken. In the event the accused member fails to respond to the DPRCA Secretary/Treasurer as set forth above, said person shall be removed from the membership files for a period of one (1) year and shall have no right to appeal said action.

Section 3. Any Officer or Director, who becomes delinquent in his/her dues, shall be notified by the DPRCA Secretary/Treasurer. If membership dues are not received within thirty (30) days from the date of email, that office will be declared vacant and the President, per Constitution Article V, Section 7, shall as soon as possible, appoint a replacement to the vacated position.

Section 4. If any Officer or Director fails in the fulfillment of his duties and/or displays a lack of interest in DPRCA matters, the DPRCA Board of Directors may, by 2/3 majority vote, request that Officer or Director to resign. If he/she fails to resign, the DPRCA Board of Directors may, by 2/3 majority vote, declare the office vacant.

Section 5. In the event an officer and/or director has been removed from office pursuant to Section 4 of this Article, said person shall be ineligible to offer a petition, be appointed and/or run for any office for a period of three (3) years.

 

ARTICLE VII – Meetings

Section 1. The Annual Meeting of this Association shall be held during the annual ARBA Convention and Show.

Section 2. A General Membership meeting may be held during the National DPRCA Specialty Show; however, this meeting shall not replace the Annual Meeting.

Section 3. The President may call a meeting of the DPRCA Board of Directors at any time during the Annual ARBA Convention and Show, or the National DPRCA Specialty Show. The physical presence of five (5) members of the DPRCA Board of Directors shall constitute a quorum to conduct business. DPRCA Board of Directors members not in physical attendance may participate in such meetings via telephone conference or other electronic means.

Section 4. Should the need arise, the president may call a meeting of the DPRCA Board of Directors at any time by means of mail correspondence, telephone conference or electronic communication.

Section 5. Results of any emailed balloting among the DPRCA Board of Directors shall be kept on file in the office of the Secretary/Treasurer for a period two (2) years following the vote.

 

ARTICLE VIII – Amendments

Section 1. Any member may submit a proposed amendment to the Constitution, By-Laws and Show Rules Committee by forwarding same to the Chairperson of said Committee by March 1st. The proposed amendment must be signed by ten (10) adult members of the DPRCA in good standing.

Section 2. The Constitution, By-Laws and Show Rules Committee shall review said proposed amendment and forward same with their comments to the DPRCA Board of Directors by April 1st.

Section 3. Any proposed amendment will be published in the DPRCA E-Newsletter and then placed on the next electronic ballot before the membership. For the amendment to be accepted, it must receive simple majority of the votes cast by the membership.

 

BY-LAWS

ARTICLE I – Membership Fees

Section 1. Membership fees shall be determined by the DPRCA Board of Directors. Membership fees and classifications are as follows:

Individual H/W, 2 people, same address Family (up to 3 youth) Youth*
1 yr. Membership – $20 1 yr. Membership – $35 1 yr. Membership – $45 1 yr. Membership – $10
3 yr. Membership – $50 3 yr. Membership – $80 3 yr. Membership – $105 *Can purchase multiple years

 

Section 2. Application for Life Membership may be made by anyone over sixty (60) years of age and has been a member for a minimum of five consecutive years upon payment of ($200.00).

Section 3. All members shall be notified by email by the DPRCA Secretary/Treasurer not less than thirty (30) days prior to membership expiration. On the date of membership expiration, the member shall have an additional thirty (30) days in which to renew their membership hereinafter referred to as “Grace Period”. At the expiration of the 30 day Grace Period, said member failing to renew will be deleted from the membership files and shall forfeit all privileges and sweepstakes points

 

ARTICLE II – Duties of Officers

Section 1. The President shall preside at all meetings and act as Chairman of the Executive Committee (Board of Directors). He/She shall, with DPRCA Board of Directors approval, appoint all committees and fill all vacancies. He/She may appoint special committees as needed with approval by the DPRCA Board of Directors. He/She shall perform all other duties pertaining to that office.

Section 2. The Vice-President shall perform all duties of the President in his/her absence or inability to serve. In case of vacancy of the president’s office, the Vice-President shall succeed him/her in office.

Section 3. The DPRCA Secretary/Treasurer shall receive and respond in a timely manner to membership applications, shall issue all show sanctions, shall be responsible for issuing all ballots, shall consult and advise the President on any unusual matters, shall maintain current membership files, shall notify members not less than thirty (30) days prior to membership expiration, shall perform such other duties as pertain to the office and/or requested by the DPRCA Board of Directors. Shall be custodian of all funds, shall maintain a bank account in the name of the DPRCA, shall maintain a complete set of books and records, shall furnish monthly financial information pertaining to the financial condition of the DPRCA including, but not limited to, the income and expenditures for that month in the form of a report to the President who will then forward such report to the DPRCA Board of Directors, shall furnish a quarterly report to the membership on the DPRCA’s financial condition, shall pay all claims promptly as approved by the DPRCA or the DPRCA Board of Directors, shall perform such other duties as pertain to the office and/or requested by the DPRCA Board of Directors.

Section 4. DPRCA Board of Directors shall have the authority to make such laws, establish such rules and adopt such regulations as may be necessary for the government of its members; shall have the power to transact all necessary DPRCA business between meetings; carry out the instructions of the DPRCA; act upon charges brought to their attention; authorize expenditures; devise ways and means of carrying out the objects and purposes of the Club; formulate rules during the year not covered by the present Constitution and By-Laws; and award the location of the annual DPRCA National Specialty Show. Each member of the DPRCA Board of Directors shall, if possible, attend at least one Executive meeting per year and shall submit an article for inclusion in each quarterly e-newsletter. Each District Director shall represent the wishes of the members.

Section 5. The President shall receive from the DPRCA Secretary/Treasurer and the Supply Chairperson, within thirty (30) days following assumption of office, a bond in an amount as established by the DPRCA Board of Directors, covering the respective assets of the club. Said bonding fees to be paid from club funds. The President will appoint a committee to perform an annual audit of the records of the Secretary/Treasurer and Supply Chairperson at the close of each fiscal year (September 30th), at the end of any Secretary/Treasurer or Supply Chairperson’s retiring term and as requested by the DPRCA Board of Directors.

 

ARTICLE III – Compensation

Section 1. The DPRCA Secretary/Treasurer shall receive an amount as established by the DPRCA Board of Directors.

Section 2. The DPRCA Secretary/Treasurer may be appointed as Points Keeper, receiving all completed sanctions and if so appointed, shall receive an amount as established by the DPRCA Board of Directors for each sanction processed.

Section 3. Should a Sweepstakes Chairman (Points Keeper) be appointed, he/she shall, for each sanction processed, receive an amount as established by the DPRCA Board of Directors.

Section 4. The E-Newsletter Editor shall receive compensation for compilation and publication of the E-Newsletter. The amount shall be established by the DPRCA Board of Directors.

Section 5. Supply Chairperson shall be paid a commission of gross sales set by the Board of Directors.

 

ARTICLE IV – Standing Committees

Section 1. The E-Newsletter Editor shall be responsible for complete editing and publication of the DPRCA E-Newsletter four (4) times annually, emailing to occur in the first month of each quarter. He/she shall receive and process all information pertaining to advertising and shall forward monies received to the Secretary/Treasurer on a timely basis. He/she shall, at all times, use the utmost discretion in editing any and all information received for articles and advertising. Any materials received and deemed to be of questionable nature shall be brought to the attention of the President. The E-Newsletter Editor shall provide a copy of each finalized DPRCA Newsletter to the President for review and approval at least five (5) days before going to final print.

Section 2. A Sweepstakes Chairperson may be appointed at the discretion of the DPRCA Board of Directors. If so appointed, he/she shall promptly process all completed sanctions and shall provide an accurate report of all show results to the E-Newsletter Editor for publication.

Section 3. A Supply Chairperson shall be appointed to purchase and sell items promoting the Dwarf Papillon Rabbit and the Dwarf Papillon Rabbit Club. Design and choice of items shall be at the discretion of the Supply Chairperson, with approval by the President. Resale cost to be at the discretion of the Supply Chairperson, with approval by the President. The Supply Chairperson shall work in close cooperation with the DPRCA Secretary/Treasurer. The financial records of the Supply Chairperson shall be audited at the end of each fiscal year (September 30th), or as requested by the Board of Directors.

Section 4. The Election Chairperson shall not reside in the same household as any candidate for office or the DPRCA Secretary/Treasurer. The Election Chairperson shall receive a current list of all eligible voters, ensure ballots are emailed to all eligible voters, and use a voting platform that will preserve confidentiality of votes. The Election Chairperson shall report results to the DPRCA President and Secretary/Treasurer within ten (10) days following polls closing.

Section 5. The Auditing Committee shall consist of a chairperson and one (1) or more members. The Committee shall perform an audit at the end of any term of the DPRCA Secretary/Treasurer and Supply Chairperson, or as requested by the DPRCA Board of Directors. The Committee shall provide a financial report to be printed in the E-Newsletter of any and all audits performed, to be printed in the following quarterly E-Newsletter.

Section 6. The Constitution & By-Laws Committee consisting of not less than three (3) persons shall be appointed for the purpose of reviewing, receiving and/or proposing changes, amendments or resolutions to the Constitution & By-Laws. The Chairman shall be responsible for preparing and submitting any proposed changes, amendments or resolutions to the DPRCA Board of Directors prior to presentation for the general membership. It shall further be the responsibility of the Chairman to assure publication of any and all proposed Constitution changes for the consideration of the general membership by e-ballot as provided in the Constitution.

Section 7. The Standards Committee shall consist of a Chairperson and four (4) members, at least one (1) of whom shall be a licensed ARBA Judge. They shall be responsible for executing the process outlined in “Procedures to Change an Existing Standard” in the ARBA Standard of Perfection, maintaining a study of the Standard, receive requests for working standards on new varieties, receive requests and proposals from the membership and notify the membership of these proposals in conjunction with election e-ballots. If changes are approved by a two-thirds simple majority of the votes cast, the Committee shall submit them to the ARBA Standards Committee with recommendations for adoption.

Section 8. The Auction Committee will consist of two (2) or more members and shall be appointed for the purpose of conducting one (1) auction each year. The committee will select and auction quality Dwarf Papillon Rabbits at the ARBA National Convention. Fifty percent (50%) of the sale price of the Dwarf Papillon sold shall go to the DPRCA and the remaining fifty percent (50%) will go to the donor. Proceeds from the auction will be used for ARBA Convention awards.

Section 9. The Judges Nomination Committee shall consist of a chair and no less than three (3) members. The Judges Nomination Committee will generate a list of ARBA National Convention judges, Open and Youth, to the DPRCA newsletter editor for publication. Committee Chair will submit list to DPRCA Board of Directors for approval.

Section 10. All Standing Committees shall, with approval of the DPRCA Board of Directors by a simple majority, be appointed by the President. In addition to the aforementioned committees, the President, may appoint such other committees as may be necessary.

Section 11. All Standing Committees shall be appointed for a two (2) year term.

 

ARTICLE V – Subsidiary Specialty Clubs

Section 1. Any Regional or State Dwarf Papillon Specialty Club may apply for affiliation with the DPRCA as provided in DPRCA’s Constitution, Article III.

Section 2. All Affiliated Clubs must agree to comply with the rules and regulations as stated in the DPRCA’s Constitution and By-Laws.

Section 3. An affiliation fee of $25 is due and payable on or before January 1 or each year.

 

ARTICLE VI – Election Procedures

Section 1. Any member in good standing desiring to become a candidate for office shall obtain a nomination petition from the DPRCA Secretary/Treasurer. This petition must be signed by at least ten (10) members in good standing and returned to the DPRCA Secretary/Treasurer with a profile or resume for printing in the Dwarf Papillon E-News bulletin, postmarked no later than March 1st. The DPRCA Secretary/Treasurer shall then verify the applicant’s eligibility and submit that nominee for inclusion on the election ballot. If the member is found to be ineligible for candidacy, the DPRCA Secretary/Treasurer shall notify him/her stating the reason for exclusion from the ballot.

Section 2. In the event that any office does not receive a nominee, the President shall make an appointment recommendation to the Board of Directors. The DPRCA Board of Directors must vote to approve by a 2/3 majority vote to fill the vacancy.

Section 3. The DPRCA Secretary/Treasurer shall be responsible for sending a current membership list of all eligible voters to the Election Chairperson. Ballots will be emailed by the Election Chairperson to the membership no later than the first week of August.

Section 4. Ballots must be returned no later than September 1st. The Election Committee shall count all acceptable ballots and send a certified statement of the results to the President and DPRCA Secretary. This statement shall be retained in the files of the DPRCA Secretary for a period of two (2) years following the election.

Section 5. The candidate for any office receiving the most votes for said office shall be declared the winner. If an office receives only one (1) qualified candidate for that office, the candidate shall, by the DPRCA Board of Directors, be declared the winner of that particular office. No “write-in” votes will be accepted.

Section 6. The President shall, when notified of the results by the Election Committee, notify all candidates of the results of the election.

Section 7. In case of a tie, selection shall be made by a majority vote of the DPRCA Board of Directors prior to the Annual Meeting.

 

ARTICLE VII – Parliamentary Authority

Section 1. In order to transact business at any general membership meeting of the DPRCA, a minimum of ten (10) members and five (5) officers in attendance shall constitute a quorum. If no quorum is present, the presiding officer may adjourn the meeting to a day and hour of his/her designation. No decisions may be made at any such meeting lacking a quorum; however, reports, communications and discussion may be heard.

Section 2. Unless otherwise provided in these Articles, Robert’s Rules of Order shall govern the transactions of business at all meetings.

 

ARTICLE VII – Order of Business

Section 1. The order of business at all meetings shall be:

  1. Call to Order 6. Reading of Communications
  2. Roll Call of Officers 7. Unfinished Business
  3. Reading of Minutes 8. New Business
  4. Report of Officers 9. Discussion
  5. Report of Committees 10. Adjournment

 

ARTICLE IX – Amendments

Section 1. Any member may submit a proposed amendment to the Constitution, By-Laws Committee by forwarding same to the Chairperson of said Committee by March 1st. The proposed amendment must be signed by ten (10) voting adult members of the DPRCA in good standing.

Section 2. The Constitution, By-Laws and Show Rules Committee shall review said proposed amendment and forward same with their comments to the DPRCA Board of Directors by April 1st.

Section 3. Any proposed amendment will be published in the Dwarf Papillon E-News and then placed on the next e-ballot before the membership. For the amendment to be accepted, it must receive simple majority of the votes cast by the membership.