Constitution
and Bylaws
of the
Section
1
This
association shall be known as the Illinois Deer Farmers Association (ILDFA)
Section
2
The mission of the ILDFA shall be:
A. To promote the
B. Provide
educational opportunities for others and ourselves through the sharing of
information.
C. To be a
collective voice in governmental issues that affect IL. Cervidae.
To provide a forum for discussion of problems of deer farming and to keep
members fully informed on all matters of interest to deer farmers and potential
deer farmers.
D. To promote high
ethical standards in the care, handling and harvesting of IL. cervidae.
E. Insist that our
membership operate in a legal, honest and forthright manner with fellow
members, other cervidae producers and the general public.
Section
1
Officers
of this association shall be President, and Vice President, Secretary and Treasurer
who are elected by majority vote of the membership. These officers shall
perform the duties prescribed by the parliamentary authority adopted by the
association and those prescribed in these bylaws.
Section
2
There
shall be 10 members of the executive board
Section
3
Board
members will serve a 3-year term, with no limit to the number of terms they may
hold.
Section
4
A
rotation shall be established with the present board and its officers serving
until the annual meeting in the year 2003. 2 board members will be up for
election at that time, in 2004, 2 more and 2005, 3 members.
Section 5
The
President and Vice President may succeed him or herself one time and shall
remain a member of The Executive Committee for one year immediately following
his or her last term of the office.
Article 3 Officers’
Responsibilities
Section 1
The
president shall:
A. Preside over
all meetings of the association, the board of directors and the Executive
committee.
B. Sign with the treasurer all notes, deeds or other
instruments on behalf of the association.
C. Call regular
meetings and special meetings of the association Board of Directors and
executive committee.
D. Appoint the chairman and
members of all other committees of the association
E. He or she shall
also, at the annual meeting of the association and at other such times, as he
or she deems proper, communicate to the Association, Board of Directors or to
the Executive other such matters and make suggestions as may, in his or her
opinion, tend to promote the welfare and increase the usefulness of the
association and shall perform such other duties as are necessarily incident to
the office of President of the Association or as may be prescribed by the Board
of Directors.
Section 2
The
Vice President shall:
A. The Vice President
shall assume the responsibility of the President. In the absence of the
President he or she will assume the responsibility of promoting the association
and serve as chairman of the membership committee.
B. Oversee and
facilitate the work of all committees of the Association
C. Perform other such
duties or special projects as may be assigned
D. Prepare him or herself for
the succession of Presidency
Section 3
The
Secretary shall:
A. In the
absence, resignation, inability or refusal to serve of the vice president,
perform all duties of that office.
B. The secretary will record
and maintain minutes of all meetings. He/she will maintain and disseminate all
correspondence and tally votes.
C. Receive member-member or
member association complaints
D. Perform such other duties or special projects
as may be assigned
E. Prepare him or
herself to become Vice president
Section 4
The
Treasurer Shall:
A. The
Treasurer shall deposit all funds of the association in an accredited bank or
banks, and keep accurate records of collections and withdraws. The funds shall
be deposited in the name of the association and the records will be passed
along to the successor in office when elected.
B. The Treasurer may
approve all withdrawals up to $500.00 with the approval of the president.
C. Any
expenditure exceeding $ 500.00 will require prior approval of the Board of
Directors.
D. The
Treasurer shall refuse to pay any expenditure incurred by any person or
committee until all the required expense documentation has been properly
presented.
E. The books
of the Treasurer are to be audited each year prior to the annual meeting by a
committee of three members appointed by the president.
F. In case of
disbandment of the association any and all monies remaining in the treasury,
after all debts are paid, will be distributed to one or more (Industry Related)
nonprofit charities at the discretion of the board.
Article 4 Vacancies
Section 1
Board
members shall:
A. Vacancies
created by an incomplete term shall be filled as required by the Board of
Directors by majority vote of the board.
Section 1
A. The board
of directors shall decide which standing committees are deemed necessary and
proper to fulfill the objectives and purposes of the associations.
B. Standing
committee or special committee chairmen will be members of the board of
directors.
C. The president
shall appoint the committee chairman, vice chairman, and members. All
appointments of the president shall be subject to the approval of the board.
Article 6 Conduct of Meetings
Section 1
A. Robert’s
Rules of Order shall generally govern meetings.
Article 7 Meetings
Section 1
A. There shall
be one meeting of the full membership at least once a year.
B. The board
of directors shall hold three regularly scheduled meetings or as needed. The
president on an as needed basis shall call additional board meetings.
C. A quorum of
6 of the 10 board members must be present to hold a meeting.
D. All board
meeting agendas and minutes shall be made available to the general membership
upon request.
Section 1
A. Full membership
$25.00 annually, will be open to IL. cervidae farms,
or to individuals or entities furthering the purpose for which the association
was organized . Every paid membership has one vote.
B. Associate membership
$20.00 annually, open to spouse, child, business partner, stockholder or
employee. This is a non-voting membership.
C. Cervid enthusiasts
$20.00 annually, open to individuals who do not raise cervidae but have an
interest in the business; Veterinarians,
feed dealers, taxidermists, etc. who want to be kept informed. This is a
non-voting membership.
D. The board of
directors reserves the right to deny membership to producers for unethical
practices.
Any
individual may be denied membership in the association if in the opinion of the
board that individual’s past or present conduct has been undesirable. All
complaints will be reviewed on a case by case basis. The Board must notify in
writing by certified mail of its intent to deny membership in the association.
The applicant shall have 30 days from the postmark date of the notification
letter in which to respond in writing by certified mail to the office of the
secretary of the association requesting a formal hearing in front of the board
of directors. Such formal hearing to be held at a time and place designated by
the president of the association not more than 61 days after the postmark date
of the member’s reply letter. If the applicant fails to respond as specified
above, the membership shall be immediately denied. If a formal hearing is held,
the board of directors shall recommend action and notify the applicant in
writing within 10 days of the action taken. If membership is denied, dues
submitted with the application shall be returned.
Any
member of this association who in the past or present:
A. Violates
the by-laws or the rules and regulations of this association or who
B. Shall
deceive or wrong the association or member thereof or other person or who
C. Shall
commit and be convicted of a felony offence or who
D. Shall
conduct themselves as to make their membership undesirable, or who
E. Practices
in the sale of cervidae are such as to impair the reliability or the records of
the association, or who
Section 4
A. All board members will pay dues.
B. No board
members or officers shall receive salaries related to ILDFA
Article 9 Membership Dues
Section 1
The board of directors shall set membership dues.
Section 2
All
membership dues are due on or before May 1st of each year.
Section 3
Dues,
once accepted are nonrefundable.
Article 10 Non-Liability
Section 1
The
directors, Officers, employees, or agents of the association shall not be held
personally liable of the obligation of the ILDFA unless it is found proven the
individual has personally received some ill gotten gains through there actions.
Although Officers and Directors are not to be held liable for obligations of
the association, generally liability does exist for the principles of this
association. The association may provide liability insurance as deemed
necessary.
Article 11 Code of Ethics
Section 1
This
code shall serve as a guide to members of the association in conducting their
affairs. The code is not intended to cover all possible undesirable activities
and in no way, shall restrict the right of the board of directors to expel any
member whose conduct or activities, in the opinion of the board, is detrimental
to the association as provided in these by-laws. Because the expulsion of a
member is a serious event, the board of directors will require that any alleged
violation be given in full written detail to the association’s president or any
other officer. If, in the opinion of a majority of the board of directors, a
violation has taken place, the board will schedule a meeting to allow the
member in question to respond to the allegation. If then it is the opinion of
majority of the directors, that a violations of the associations Code of Ethics
has taken place, one or more of the following actions may be taken.
A. Send the violating
member(s) a letter of reprimand.
B. Suspend the violating
member for a period of time. (As determined by the board of directors)
C. Expel the violating
member from the association.
In
cases of an alleged violation, all information and discussions, recommendation
and decisions will be kept strictly confidential among the Board of Directors.
The only information that may be released publicly is that a specified (named)
member has been suspended or expelled. The letter sent to the violating member
would plainly state that, “The Board of Directors regrets that it must suspend
or expel your membership in the ILDFA. The Board of Directors will not publicly
elaborate on any decision regarding its decision to suspend/expel a member. If,
after a proper review or hearings, the Board of Directors find a violation has
not occurred, the Board will duly note its findings and will (on written
request only), provide to the member in question a statements of its findings.
If a member of the Board of Directors is alleged to have violated the Code of
Ethics, this member must abstain from all meetings, discussions and votes
regarding the alleged violation or any released issues in question.
Section 2
Code
1
Members
will always keep the welfare and safety of domesticated animals foremost in
mind during their day-to-day activities.
Code
2
Members
will abide by all federal, state and local laws, which affect their activities
as cervidae farmers.
Code
3
Members
will always provide adequate food, facilities and health care to insure the
well being of their farmed cervidae.
Code
4
Members
will always take precautions (often beyond the requirements of governmental
regulations) to prevent the spread of parasites and disease.
Code
5
Members
who offer cervidae for sale will give a complete description and provide
documentation (if available) as to age, health condition and genetic
background. All available records must be provided to the buyer at the time of
sale.
This
Code of Ethics becomes effective and enforceable immediately upon association
with this association. The Board of Directors reserves the power to modify,
delete, and add to this code at any time with or without full notification to
the membership. Non-member will be considered in violation of a code, if the
alleged offence occurred before the formal adoption of a new code, or
modification of an existing code.