Article I: Membership and Dues Section
Section 1: Membership categories and criteria.
Regular Membership. Any resident of Washington state, Alaska, Idaho, and Oregon holding a valid falconry permit and hunting license may become a Regular member of the Club.
Associate Membership. Any person may become an Associate member, provided that no person eligible for Regular membership may become an Associate member.
Affiliated Membership. Approved reputable organization, incorporated or unincorporated, local, regional, national or international, and having purposes and objectives complementary to, similar to, or allied with those of the northwest game Hawkers, may become an Affiliated member.
Honorary Membership. Any person of good moral character may become an honorary member
The club shall not apply standards, policies, procedures, or practices inequitably or single out any particular party for disparate treatment unless justified by substantial and reasonable cause. The club shall not discriminate against any reasonable application for club membership for their race, religion, creed, marital status, or sexual preference.
Section 2: Admission to Membership
Admission to all categories of membership shall be within the discretion of the Board. For the denial of any person or organization to membership, a majority vote of officers shall be required.
Applicants for Regular, Associate, Affiliated membership shall, prior to acceptance, submit a membership application form and shall tender current dues. The application form shall include the applicant’s mailing address, which shall be used for all purposes.
Honorary membership shall be awarded in accordance with criteria and in numbers to be determined by the Board.
Section 3: Number and Duration of Memberships
Number. Regular, Associate, Honorary, and Affiliated membership shall be without restriction as to number.
Duration. Regular, Associate and Affiliated membership shall be renewable annually, contingent upon payment of dues.
Section 4: Privileges of Membership
Regular members and Honorary members who would qualify as regular members shall be entitled to all rights and privileges of the club, including the rights to vote, to serve as Director, or to hold office.
Associates, Honorary members who would not qualify as regular members, and Affiliated members (as for a natural person) shall be entitled to all rights and privileges of the Association under these By-laws, except the right to vote, to serve as a Director, or to hold Office.
Section 5: Dues
Annual dues for Regular, Associate, and Affiliated membership shall be established and approved by the Board. All Honorary members shall be exempt from payment of dues.
Dues shall be payable to the Treasurer, Northwest Game Hawkers, at the time of submission of application for membership. In the case of renewals, dues shall be payable at any time, but no later than September 30 of the current membership year.
Dues paid on October 1 or later shall be applied only to the following membership year. Dues shall not be apportionable for any part of a calendar year, either upon admission to or termination of membership.
Section 6: Mailing Address
It shall be the responsibility of each member to maintain a current mailing address on file with the club at all times. Such address shall be used for all purposes within the club, including mailing of Association publications and determination of residence for voting and election qualifications.
Section 7: Termination or Suspension of Membership
Regular, Associate, Honorary, or Affiliated membership may be terminated by resignation or death of the member (to include dissolution of the organization in the instance of Affiliated membership).
Associate, Honorary, or Affiliated membership may be terminated for such cause and in such manner as, in the sole judgment of the Board, is in the best interests of the club.
Regular, Associate, or Affiliate membership will terminate automatically if not renewed by payment of prescribed dues on or before February 28th of the new membership year.
Regular membership may be suspended or terminated by the Board if, in the sole judgment of the Board, such member has violated the By-laws, rules or regulations of the club, or if, in the sole judgment of the Board, such member’s status, activities or motives are prejudicial to the best interests of the Association.
Such suspension or termination shall be imposed only by a majority affirmative vote of board members, provided that a statement of the grounds for such action shall be sent by certified mail, postage prepaid, to such member at his address on file with the Association at least 30 days before such suspension or termination action is taken by the Board; and, provided further that such statement shall advise the member of the scheduled date of Board action and that he, may prior to that date, submit to the Board for its consideration any matters in explanation, defense, extenuation of mitigation.
Actions by the Board with respect to suspension or termination shall be final and shall not be subject to ratification by or appeal to the Regular membership.
The provisions of this subparagraph are not applicable to the Board. Director and Officers must first be removed from Directorship or Office as hereinafter prescribed prior to any suspension or termination of Regular member status. While in a suspended status, a Regular member shall not be entitled to vote, serve as Director, or hold Office.
Article II: Directors and Officers
Section 1: Electorate, Qualifications, and Terms
Electorate. The club will maintain a minimum of three board members at all times consisting of a President, Secretary, and Treasurer. Other Directors and Officers of the club shall be elected and voted in by the Regular membership in October.
Qualifications. Directors and Officers must meet membership and residence qualifications as follows:
1) Membership. Directors and Officers must be Regular members of the club and have held Regular membership therein for a minimum of 30 consecutive days immediately preceding their assumption of office. In addition, Directors and Officers must be a licensed falconer in any state for a minimum of two years, at the time of their assumption of office, unless permission is otherwise granted by the Board. Acceptance of renewal dues by the Treasurer prior to nomination for office shall be Prima Facie evidence of uninterrupted membership from the preceding calendar year.
2) Residence. Directors and Officers must be residents of Alaska, Washington, Idaho, or Oregon.
Terms. The term of office of a Director or Officer shall be for two years. Terms for Officers shall begin on January 1 on odd-numbered years. Elections shall take place in October.
Section 2: Election of Directors and Officers
The Board shall have general authority to plan for, schedule, and supervise the election of Directors and Officers by the Regular membership. Voting procedures to be promulgated by the Board shall, among other matters:
1) Permit the completion of Regular elections not less than 30 days prior to the expiration of the affected incumbent’s terms.
2) Provide to all Regular members timely notice of both nominations and elections, and a reasonable opportunity to nominate and vote.
3) Ensure that at least one qualified candidate is nominated for each Directorship and Office to be filled and that each nominee is willing to accept the Directorship or Office if elected. Active competition for election to Directorships or Office shall be encouraged.
4) Ensure that the elections are conducted in a fair and equitable manner.
Voting for Directors and Officers shall be by electronic, online, or written ballot by mail, and voting by proxy shall be prohibited. Voting for Directors shall be by the members of the respective state only.
1) The Eastern Directorate is defined as any area inside the legal borders of Idaho.
2) The Northern directorate is defined as any area inside the legal boundaries of Alaska.
3) The Central directorate is defined as any region inside the legal boundary of Washington State.
4)The Southern directorate is defined as any area inside the boundaries of Oregon.
A plurality of all votes cast for a particular Directorship or Office shall be required for election to that position. In case of a tie for the largest number of votes, the tied participants shall participate in a special election, to be held as expeditiously as possible. In this case, the incumbent will retain the position until the special election is completed.
Section 3: Responsibility and Authority of the Board
Authority. The Board shall have full control and supervision of the affairs of the club; shall have full authority to make rules and regulations for the administration of the club, consistent with the Constitution and By-laws; and, shall be responsible to the Regular membership for the effective and efficient operation of the club. Within the discretion of the Board, it may delegate to any Director or Officer such authority as it deems appropriate.
Contracts. In addition to the general powers conferred, the Board shall control and manage all funds and property of the Association, including specifically the appropriation and disbursement of its funds. It shall control and authorize the making of all contracts and purchases of the club. However, unless specifically authorized by the regular membership, it shall have no power or authority to contract for or otherwise obligate the Association for any debts or obligations greater than the amount of money which shall, at the time of contracting such debt or obligation, be in the treasury, and unappropriated, and in excess of the amount needed for the discharge of debts and liabilities contracted prior thereto.
By the authority of the Board, contracts in the name of the club shall be signed by the President. Fiscal Planning and Audits. On or before October 31 annually, the Board shall cause to be prepared and shall furnish to the Regular membership a financial program for the current calendar year, showing anticipated receipts and expenditures of Association funds, and a review of the books of the Association for the calendar year just expired.
Section 4: No part of the net earnings of the club shall inure to the benefit of or be distributed to its board of directors, volunteers, donators, or any other persons.
The organization shall be authorized to pay reasonable reimbursement for necessary expenses to further the stated mission of the club, and to make payments and distributions set forth in Article V Section 2 of these by-laws.
Section 4: Directors’ and Officers’ Meetings
The Board shall meet, either in person or by use of the mail or via teleconference media, upon the call of the President at any time, but not less than twice each calendar year.
The President or, in his absence, the Vice President, shall preside over all Board meetings, except as otherwise prescribed in these By-Laws.
A quorum as such will not be required, but, unless otherwise prescribed herein, the majority affirmative vote of Directors and Officers shall be required for action on any matter.
Voting by proxy shall be permitted, provided that proxy may only be given to any Regular member of the club.
No less than 14 days from the date of mailing shall be allowed to reply to any request for a vote by mail. Any Director or Officer who shall fail on two consecutive occasions to respond to such a request within 30 days from the date of original mailing shall be considered to have resigned his office.
If the Directors meet in person, written notice shall be given to each Director and Officer not less than 14 days prior to such a meeting.
Board meetings, either in person or via other media, shall be conducted basically in accordance with Robert’s Rules of Order.
Executive Board Meeting
An executive board meeting will be held attended by the Board of Directors only in the month of October annually. All members shall be notified by mail or electronic notification of said annual meeting 10-60 days before the meeting.
Section 5: Termination and Removal of Directors and Officers
With the approval of the Board, a director or officer may resign. The following additional acts or omissions shall be equivalent to resignation, and approval of the Board shall not be required:
1) Termination of Regular membership.
2) Failure to make a timely response to Directors’ meetings by mail. As prescribed in Article II, Section 4, C, of these By-Laws.
Unreasonable absence of a Director or Officer from his residence, as determined by the Board, shall be cause for termination of his office. In reaching a decision in such cases, the Board shall consider, among other things, the duration of the absence and the effectiveness of the individual’s communications with his constituents, as well as his responsiveness as a member of the Board during his absence.
A Director or Officer may be removed from office upon written petition signed by thirty-five percent of the Regular membership or five of the other Directors and Officers, and approved by a majority (over 50%) of the Regular membership who vote by mail in response to such petition, provided that greater than 50% of the Regular membership responds.
Within 14 days of following receipt of such petition, the Board shall submit the petition to the Regular membership for a vote. Notice of such petition and a ballot shall be mailed to each Regular member not less than 14 days prior to the last day on which votes will be accepted.
In the event vacancies in the Board occur in any manner other than by expiration of term of office, then the remaining members of the Board, by majority vote, shall fill the vacancy temporarily, by appointment from the eligible Regular membership. Such temporary appointment shall continue only until the next regularly scheduled election, at which time the Directorship or Office shall be filled by the normal election process.
Section 6: Submission to Regular Membership
Within the discretion of the Board, any matter may be submitted to the Regular membership for vote by mail or electronic means. In such an event, the Board shall be bound by the resulting vote of the Regular membership upon the issue(s) submitted.
Upon the written petition of ten percent of the Regular members, any matter, including but not limited to proposed amendments to the Constitution and By-Laws, shall be submitted to the Regular membership for vote by mail. The Board shall be bound by the resulting vote of the Regular membership.
Article III: Officers
Section 1: Appointment. Tenure. Qualifications.
The Board shall be responsible for the prompt appointment or approval of the appointment, as appropriate, of Directors or Officers to fill all vacant positions. In the event, the offices of President and Vice President both shall be vacant at any one time, or if the Board is called to vote upon removal of President from office as described in Article II, Section 5 of these By-Laws, the senior Director or Officer in age shall function as presiding officer pro temp until a new President has been appointed, or a vote to remove an incumbent President has failed to carry, as appropriate. Board action under a presiding officer pro temp shall be limited to the appointment of temporary Directors and Officers if necessary and voting on the appointment or removal of a President.
Any officer other than the President, Vice President, Secretary, or Treasurer, shall be appointed by the President, with the approval of the Board, from among the Regular membership, to serve at the pleasure of the Board. Within the discretion of the Board, a Regular member may hold the office of the Secretary and Treasurer simultaneously. The President and the Vice President shall not hold any other office in the Association during their tenure.
Section 2: Duties of Officers
President
The President shall call and preside at all meetings of the Directors and Officers and of the Association, except as otherwise prescribed herein. The President shall be responsible for the planning and presentation of all matters requiring Board action or action by the Regular membership, and the expeditious processing of such matters to a
conclusion. This individual shall conduct club business in accordance with policies set by the Board and shall perform such further acts and duties as may be prescribed by the Board.
Vice President
The Vice President, in the absence of the President, or in the event of his/her death, disability, or inability to act, as confirmed by the Board, shall perform all acts and duties of the President.
The Vice President shall assist the President as required and shall perform such other and further duties as may be prescribed by the Board or by the President. In addition, the Vice President shall be responsible to set up and conduct all field meets of the Association, particularly the one major meet, which shall be held in the fall.
Secretary
The Secretary shall:
1) Give or cause to be given notice of all meetings of the Regular membership. Notice of physical meetings shall include a proxy statement.
2) Keep minutes and/or other records of all meetings of the Regular membership, including meetings by mail or in person.
3) Keep records of all actions taken by the Board.
4) As directed by the Board, conduct correspondence on behalf of the Association, and maintain records of such correspondence; and, maintain records of such other official correspondence of the Association as may be furnished him by the Board.
5) Maintain a complete file of all Association publications.
6) Maintain all Association files and non-financial records which are necessary for the conduct of Association affairs for not less than 3 years. Upon the approval of the Board, the Secretary may purge all non-essential records greater than 3 years old.
Treasurer
The Treasurer shall:
1) Serve as custodian of all Association funds and property, and keep a strict accounting of all receipts and expenditures.
2) Collect and receive all monies due to the Association from whatever source.
3) Pay only such expenditures as have been authorized by the Board and are within the unappropriated budget balances.
4) Deposit all Association funds and securities in suitable checking and/or savings accounts protected by the Federal Deposit Insurance Corporation (FDIC), or similar organization; ensure that signature cards on file with the bank(s) bear the signatures of the President and the Treasurer, and ensure that the accounts are so restricted that the signature of the President or the Treasurer shall be required on all checks drawn thereon or withdrawals made therefrom.
5) Maintain proper accounting records of the Association, and upon 14 days notice from the Board, submit to the Board a current statement of receipts and expenditures and a statement of fund balances. Submit to the Board a current bank statement at each Board meeting.
6) Ensure that the Association books of account are reviewed at the end of each calendar year and that a report of such review is furnished to the Board on or before October 31, annually.
7) Issue membership cards, as appropriate; maintain complete lists and addresses of past and current members in all categories; and, when required, certify the status of the memberships. The mailing address furnished to the Association by the member and maintained on file by the Treasurer shall be used for all purposes, including mailing Association publications.
8) Maintain for sale to the membership and account for all surplus copies of Association publications and membership items such as pins, patches, etc., in accordance with policies and at prices established by the Board.
9) Perform such other duties as the Board may direct, including a final audit when appropriate.
10) Retain all club financial records.
Director At Large
The Director At Large shall:
1) Provide general oversight of the club.
2) Provide general oversight of apprentice-related programs and concerns.
3) Perform such other duties as the Board may direct.
Responsibilities of absent directors and officers will be absorbed by the President, Treasurer, and Secretary or appointed to current directors or officers until a time that the absent position can be filled.
Article IV: Regular Membership Meetings
Section 1: Regular Meetings
Time and Place. The Regular membership may meet physically once a year and shall meet physically once each two years, upon the call of the President. Such meetings shall be termed a “Regular Meeting”.
Voting. The Board shall provide for proxy voting at Regular Meetings and, when appropriate for specific subjects, provide further for the use of electronic vote or written ballots by mail.
Section 2:
Article V: Association Publications Section
Section 1: Editors of Association Publications
Editors of Association publications shall be appointed by the President from the Regular membership, with the approval of the Board, to serve at the pleasure of the Board.
Such Editors shall compile, publish, and distribute Association publications in conformity with operational and financial policies determined by the Board.
Section 2: Other
The purpose of Northwest Game hawkers is to promote and preserve the fundamentals of the sport of Falconry in the Pacific Northwest. To aid in the communication and gathering of falconers dedicated to the taking of wild game with a raptor.
No activities of the club shall consist of propaganda or attempted influence of legislation. The club shall not participate in or intervene in the publishing or distribution of statements in any political campaign on behalf of or in opposition to any candidates for public office.
Notwithstanding any other provision of these articles, the club shall not, except an insubstantial degree, engage in any activities or exercise any powers that are not in the furtherance of the organization.
The Board may, from time to time, authorize the publication of certain informational, promotional, or publicity matters for distribution within or outside the membership, when such activity is clearly in the best interest of the club.
Section 3: Copyright
A newsletter and such other club publications as the Board may determine to be appropriate shall be protected by copyright in accordance with applicable law and regulation. The Editor of each publication to be copyrighted shall be responsible for compliance with copyright requirements.
Article VI: Amendments to the By-Laws
Section 1: Process to Amend
The By-Laws may be amended only by a meeting of the regular membership, provided appropriate notice of such meeting, the proposed amendment, the contents thereof and a ballot shall be mailed to each Regular member in good standing at his address on file with the club, not less than 14 days prior to the day fixed for counting ballots. An affirmative vote of two-thirds of the Regular members responding in a vote by mail shall be required for amendment. Proxies shall not be authorized.
Article VII: Dissolution
Section 1
In the same manner, as provided for amending the By-Laws, the Regular membership may by affirmative vote terminate the existence of the club immediately or at a future time certain.
Section 2
In such event, or in the event of termination of the club by operation of law or in any matter, the Board shall forthwith proceed to wind up the affairs of the Association. All property and assets of the club, including accounts receivable, if any, shall be reduced to cash or other suitable disposition made, and all outstanding Association debts, obligations, or liabilities shall be satisfied insofar as assets of the Association permit.
Section 3
When the above requirements have been satisfied, the Board shall dispose of the balance of cash, if any, and any other property, in such manner and to such organization or organizations operated and organized principally or exclusively for charitable, ecological, educational, scientific, or wildlife conservation purposes as shall, at the time, qualify as an exempt organization under Section 501 ( c ) (3) of the Internal Revenue Code of 1954, or the corresponding provision of any subsequent United States Internal Revenue Law which may be in effect, as it may determine appropriate.
Section 4
A full and general accounting of the dissolution shall be given by the Board to the Regular membership.