Constitution and Bylaws
CONSTITUTION AND BYLAWS OF THE ILDFA
Article
1
Name and Mission
Section 1
This association shall be known as the Illinois Deer Farmers Association (ILDFA)
Section 2
The Mission of ILDFA
shall be:
A.
To promote the Illinois cervid industry.
B.
Provide educational opportunities for others and ourselves through the sharing
of information.
C.
To be a collective voice in governmental issues that affect Illinois 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
Illinois cervidae.
E.
Insist that our membership operate in a legal, honest and forthright manner
with fellow members, other cervidae producers and the general public.
Article
2
Officers
Section 1
Officers of this association shall be
President, Vice President, Secretary and Treasurer who are elected by majority
vote of the membership present at the annual meeting and shall serve a 4 year
term. These officers shall perform the duties prescribed by the parliamentary
authority adopted by the association and those prescribed bylaws.
Section 2
There shall be 10 members of the 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 as needed. Should any active association member
be willing to serve on the Board, the individual must notify a member of the
Board at least three weeks prior to the annual meeting of their desire to
serve. All nominations shall be considered at the next available annual meeting.
Section 5
The President and Vice President shall remain a
member of the Board 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.
B.
Sign or give authority to the treasurer to sign all notes, deeds or other
instruments on behalf of the association
C.
Call all regular meetings and special meetings of the association.
D.
Appoint the chairperson 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 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 necessary incident to the office of President of the
Association.
Section 2
The Vice President shall:
A. The Vice President shall
assume the responsibility of President in the absence of the President.
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 association member
or non-member complaints.
D. Perform other such 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 withdraws up to $500.00 with the approval of the President.
C. Any expenditures exceeding
$500.00 will require prior approval of the majority of the Board.
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. 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 by majority vote.
Article
5
Committees
Section 1
A. The Board shall decide
which standing committees are deemed necessary and proper to fulfill the
objectives and purposes of the association.
B. Standing committee or
special committee chairperson will be members of the Board.
C. The President shall
appoint the committee chairperson, vice chairperson, 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 President shall only
vote on matters which result in a tie vote of the Board members present.
C. The Board shall hold
regularly scheduled business meetings as needed. The President as needed can
call for special meetings of the Board.
D. A quorum of the Board
members must be present to hold an official meeting.
E. All Board meeting agendas
and minutes shall be made available to the general membership upon written
request to the Secretary of the Board.
Article
8
Membership
Section 1
A. Full membership shall
require a minimum of a $50.00 registration fee paid annually. Every paid
membership has one vote.
B. A lifetime membership
shall require a minimum of a $500.00 registration fee.
C. The Board reserves the right to
deny or suspend membership for proven unethical practices.
Section 2
Denial of Membership
A.
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.
Such formal hearing to be held in 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 shall recommend action and notify the applicant in writing within 10 days
of the action taken.
Section 3
Suspension of Membership
Any member of this Association who in past or
present:
A. Violates the by-laws or the
rules and regulations of the Association.
B. Felony convictions shall be
considered by the Board on an individual basis but shall not constitute as an
absolute bar to membership of the Association.
C. Shall conduct themselves in a manner as to
make their membership undesirable.
D. Practices in the sale of cervidae are
such as to impair the reliability of the records.
E. Engages in any illegal practices
related to our industry.
F. Has been expelled or suspended
by the ILDFA shall be subject to censure, suspension, or expulsion by the Board
after notice and formal hearing.
Section 4
A.
All Board members shall pay dues.
B. No Board member or Officer
shall receive salaries related to ILDFA.
Article
9
Membership Dues
Section 1
A. The Board shall set membership dues.
B. All membership dues are due on
January 1 of each year.
C. Dues, once accepted are
non-refundable.
Article
10
Non-Liability
Section 1
The Board, Officers 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 their actions. The Association shall hold corporation
registration through the Illinois Secretary of State for among other things,
liability purposes.
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
to cover all possible undesirable activities and in no way, shall restrict the
right of the Board 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 will require
that any alleged violation be given in full written detail to the Association’s
President. If, in the opinion of a majority of the Board, 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 a majority of the Board
that a violation(s) 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.
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. The only information that may be released
publicly is that a specified member has been suspended or expelled. The letter
sent to the violating member would plainly state that, “The Board regrets that
it must suspend or expel your membership in the ILDFA”. The Board will not
publicly elaborate on any decision regarding its decision to suspend/expel a
member. If, after a proper review or hearing, the Board finds a violation has
not occurred, the Board will duly note its findings and will provide the member
in question a statement of its findings. If a member of the Board 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 the Association. The Board
reserves the power to modify, delete, and add to this code at any time with or
without full notification to the membership. Non-members 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
