Virginia Pigeon And Dove Association
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 The new Constitution and Bylaws were voted on and improved March 7, 2010. 
 
Virginia Pigeon and Dove Association
Constitution and By Laws
Adopted March 7, 2010
 
                                                  Article 1:  Name
 
This organization shall be known as the Virginia Pigeon and Dove Association referred to hereafter commonly as the VPDA. Historically, it was formally known as the Tidewater Fancy Pigeon Club.
 
                                                Article 2:  Purpose
 
Section 1. Create interest in the breeding, exhibition and improvement of pigeons and doves.
Section 2. Acquaint individuals with the adaptability of raising both pigeons and doves, and assisting those requiring practical knowledge about pigeon and dove varieties.
Section 3. Educate members and non-members, to include the public, of any false impressions related to pigeon and dove keeping and raising. Ensure that the general public understands accurate information about potential disease impacts, costs, profits and pleasures derived from pigeon keeping. Promote good positive fellowship among breeders of pigeons and doves.
Section 4. Sponsor annually at least one (1) Virginia Pigeon and Dove Association, Pigeon and Dove Show for the purpose of displaying numerous breeds and varieties of standard-bred pigeons and doves where they may compete for quality of breed honors. This display will allow both members and non-members to better understand variety standards, and observe and learn progress made in the science of breeding top quality pigeons and doves.
Section 5. To assist and conduct legal actions for the safe and proper keeping of Pigeons and Doves within the confines of the State of Virginia by working with city, county and state agencies. These actions include working with adopting and enforcing public law and regulations for the keeping of pigeons and doves, and protecting the thoughtful, responsible fancier from unwarranted legal enforcements. Includes performing necessary actions to review written law for vague language and clarification, and arbitrating decisions where the correct application of public health, safety and welfare actions must be resolved.
 
                                              Article 3:  Membership
 
Section 1.  Membership is available to anyone interested in domestic pigeons and doves, and agrees to abide by this constitution and by-laws. Memberships are divided into 4 Categories; Family, Adults age 18 and older, Juniors (under 18), and Honorary Lifetime Members. A member does not need to own pigeons or doves but must value and uphold the conditions of Article 2.

                                            
                               Article 4:  Membership Fees and Dues
 
Section 1.  For the purposes of clarity, fees and dues will be used interchangeable and considered the same. Annual dues are due during the 1st Month of the calendar year (January).  The VPDA will only allow members to participate in activities and events, or vote when dues are paid. An active member is considered a dues paid-up member. Election and reelection of members to office in January can only be nominated and voted upon by paid up members. New members joining the club after September 1st will be entitled to be a paid up member through the following year.
                                   
Section 2.  Family Membership: Annual Family Membership fee or dues for a Family of 2 or more living under the same roof will be $15.00 per year.
Section 3.  Adult Membership: Annual single Adult Membership fees for adults over the age of 18 are $10.00 per year. This membership is for a single membership and not included as part of a family membership.
Section 4.  Junior Membership: Annual Junior Membership for those members under 18 years of age is $3.00 per year. This is for single membership not covered under family participation. If during the membership period (year) the member turns 18 years, the annual membership remains at $3.00 until next dues are paid.
Section 5.  Honorary Membership: Honorary Membership is granted one time per year for the life of the member as a member of VPDA. This person should be deserving of such attainment by the contributions they have provided over the years. Nomination of one person is not required during the year, but if a member recognizes an individual that deserves such recognition, a motion anytime during the year may be entertained. 
 
                                           Article 5:  Voting Privilege
 
Section 1.  Membership entitles members to three (3) votes per family pertaining to actions requiring a vote by club members. Single membership will be entitled one (1) vote and junior membership one (1) vote. Honorary Membership will have the privilege of one (1) vote.
Section 2.  There will be no proxy votes. This means that one person cannot vote verbally through another person. However, if a known vote is to be “called for”, a hand written signed note will be allowed through another person or member. Where issues require delayed or postponed votes, written votes or electronic votes are accepted when a vote is “called for” or requested.
Section 3.  Only members are authorized to vote. A member is someone with paid up dues during the call “for vote”. Non-Members must abstain from voting.
Section 4.  When the president, or someone on his/her behalf conducts a meeting and calls for a vote, voting can be conducted, verbally, by hand or through secret ballot. Anytime a meeting is conducted and a vote is called, any bonifide member can request the type of vote to be conducted for an issue. Votes will be tabulated in the order of; in favor, not in-favor and abstention.  No explanation is required for any voting preference.  
 
                                Article 6:  Regular and Special Meetings
 
Section 1.  The regular meetings of the VPDA will be conducted the first Sunday of every other month, beginning in January and identified as odd months; (Jan, Mar, May, Jul, Sep, Nov). Time of meeting will be at 2:00 PM at a location designated during each preceding meeting. The club will make every effort to ensure meeting locations support or represent member living locations.
Section 2.  All meetings will be conducted in conjunction with “Roberts Rules of Order”. Every effort should be taken to conduct VPDA business during the regular meetings. However, any officer of the VPDA can call for a special meeting at any time. At a minimum normal business meetings will include:
1.Secretary’s capture of attendance (roll)
2.Reading and review of previous minutes by secretary for approval
3.Treasure’s report
4.Discussion of new members and guests
5.Reports by other officers and special committees
6.Old business
7.New business to include information, table or establish future reports
8.Adjournment – establish location of next meeting
Section 3. The term “board of directors” as previously recognized by the VPDA is deleted. The new term recognizing the leadership positions will be identified as the “Officers” of the VPDA.
 
                                               Article 7:  Quorum
 
Accepted Definition of a Quorum: (Number of members of an organization or group that must be present if a meeting is to transact business legally)
Section 1. Five or more members will constitute a quorum at any regular meeting of the VPDA.
Section 2, Three or more officers will constitute a quorum at any special call meeting of the VPDA.
 
                                              Article 8:  Motions
 
Section 1.  All motions and seconds in the conduct of business will be entered into permanent records by the secretary.

                                              Article 9:  Elections
 
Section 1.  Elections for Officers (Primary and Secondary) of the VPDA will be conducted every two (2) years in January during even ending years. For example, elections will be conducted during the first meeting of the year in 2010, 2012, 2014, etc.
Section 2.  The President will conduct elections during the first meeting of the even year. Anyone in good standing may be nominated. During the Presidents call for vote, majority vote for the nominee seals the position. The President will only vote to break a tie for a position. Term of office begins at the 2nd regular scheduled meeting of the VPDA and lasts two (2) years.
Section 3.  Prior to elections, open discussions over officer positions and possible nominees should occur. The President will review the positions prior to conducting elections. This is particularly important as eight (8) officers (Article 10 Section 1) are being elected to fill positions. Only one position will be opened, nominated and voted upon at a time. When one position is filled the President will open the floor to the next nomination.
 
                                   Article 10:  Officers and Descriptions of Duties
 
Section 1.  Officers of the Club are identified as President, Vice President, Secretary, Treasurer, Picnic Chair, Show Superintendent, Fair Superintendent, and Publicity Director. These will be voted upon positions and identified by these By-Laws and thus voted on during each January election. Officers of the club are designated as primary officers (President, Vice President, Secretary, and Treasurer) and secondary officers  (Picnic Chair, Show Superintendent, Fair Superintendent, and Publicity Director). Secondary Officers are those that are required annually, assume the previous responsibilities of board members, and are not temporary committees. Board Members as previously identified are deleted. All officers have the same vote and can call meetings as required to conduct business. Any additional positions for the year will be appointed by the President. One primary officer cannot hold two primary offices simultaneously.   However, a primary officer can hold a secondary officer position simultaneously just as a secondary officer may hold an additional primary or secondary position. 
Section 2.  Duties of President: The President shall be the chief executive officer and responsible for ensuring all officers of the VPDA carry out their responsibilities in a fair and professional manner. The President sets dates and times of all meetings. He/She will appoint any special boards or subcommittees and stay informed of all actions, The President can appoint additional committees and subcommittees or boards to review or conduct additional VPDA business. The President shall preside over all regular and special called meetings. In his or her absence, the Vice President will preside and assume all responsibilities. If the President cannot complete a term of office, the Vice President will complete the term of duty until next election. The President will exercise his or her authority to obtain updates and progress reports from all other officers during each scheduled meeting.
Section 3.  Duties of the Vice President: The Vice President is responsible for assuming duties of the President when the President is not present or can no longer perform his or her duties. The Vice President shall be given every opportunity to be a member of each board or subcommittee. Vice President is required to direct actions on behalf of the VPDA and the VPDA’s best interest.
Section 4.  Duties of the Secretary: The Secretary of the VPDA is responsible for keeping the minutes of each meeting, retaining historical information, and maintaining all records of events pertaining to the VPDA. The Secretary notifies members of regular and special meetings, and provides copies of minutes to members before each regular meeting. The secretary has responsibility for making purchases or acquiring services of up to $50.00 without VPDA approval monthly for the purposes of maintaining administrative responsibilities. The Secretary will purchase and coordinate awards, certificates, public relations materials, and other routine materials for the VPDA upon VPDA approval. Secretary will have complete authority to coordinate directly with the Treasurer. The Secretary will receive all new membership applications for record and forward all monies to the treasurer. The Secretary will have alternate signature authority on the VPDA checking account.  It is not the intent that the VPDA club secretary to perform actions that are beyond the scope of his or her responsibility, but to assist in administrative support.   
Section 5.  Duties of the Treasurer: The Treasurer will receive all dues and monies and control all expenses of the VPDA. The Treasurer will provide the balance and updates to the primary officers and make the information available verbally or in writing for the Secretary report, before each regularly scheduled meeting. The Treasurer is responsible for identifying to the Officers, any long term or short term issues pertaining to monies that would other wise change purchases or spending habits of the VPDA. This will include instances where the checking balance might result in insufficient funds. The Treasurer shall establish and maintain an interest bearing no cost checking account on behalf of the VPDA. All debts or expenses will be paid by the Treasurer in a reasonable time and as not to incur additional debt or finance charges. The checking account shall have access by the Secretary for the purposes of necessity or when the Treasurer can not perform his/her duties. 
Section 6.  Duties of the Show Superintendent: The Show Superintendent will have full responsibility for ALL coordination and conduct of the annual VPDA show. This includes, scheduling, direction, costs, set-up and tear down. This position requires the Show Superintendent establish actions over a year away in order to establish dates and seek specialty club support. Although the show most probably will be held in Nov, the Show Superintendent will be responsible for briefing progress and issues at each regularly scheduled meeting. The Show Superintendent has the authority to establish as many committees as needed to fulfill show requirements. No actions will be conducted or monies filtered without the Show Superintendent’s approval. For preparation of show the Show Superintendent will closely coordinate with the club secretary and treasure to ensure all actions pertaining to preparation are completed.
Section 7.  Duties of the Fair Superintendent: The Fair Superintendent will have full responsibility for All coordination and conduct of the State Fair for VPDA involvement. This includes, set up, maintenance, liaison, costs, coordination and tear down. This position requires the Superintendent establish actions and milestones over the year, seek support and committees, and provide routine updates to the VPDA at regularly scheduled meetings. This exhibition will normally take place during the Sept/Oct time frame each year. The Fair Superintendent has the authority to establish committees to fulfill Fair requirements to ensure displays and cooperation exceeds public relations expectations for the VPDA and Fair participants. No actions or money transactions will be conducted pertaining to the Fair without the Fair Superintendent’s approval.
Section 8.  Duties of the Public Relations Director: The primary responsibility of the Public Relations director is to continually improve and promote the hobby of the raising of pigeons and doves. The Public Relations Director will develop articles for publication, stay informed of State and local issues, develop creditability with other state and specialty clubs, and keep the VPDA informed of any actions pertaining to his/her involvement. This duty requires the Public Relations Director to be the primary person involved in increasing membership and keeping the community involved with the Pigeon and Dove hobby. Additional responsibility will be to keep members informed of up and coming shows in the area and seek their participation. Routine updates of actions associated with this position will be provided during scheduled VPDA meetings. 
Section 9.  Duties of the Annual Picnic Chair: The primary responsibility of the Picnic Chair is to organize a summer picnic with and for the members of the VPDA and their guests. The objective of this outing is to promote Article 2, share and display commonality amongst friends. It is also intended that the Picnic bring together friends not normally associated with the VPDA to learn and share. The primary purpose is feast and share friendships, with the secondary purpose of bringing birds together from members for an annual summer show.  The Picnic Chair should exercise his or her authority to establish committees and orchestrate specific actions to include event information to members, responsibilities and costs.
 
                                                 Article 10:  Amendments
 
Section 1.  The Constitution and By-Laws may be altered or amended provided not less than thirty days notice of such proposed alterations be submitted in writing to all active members. All amendments must be by a three-fourths (¾) vote of the active members present.
 
                             Article 11:  Removal from Office and Expulsion
 
Section 1.  An officer missing 3 consecutive meetings or demonstrating neglect of his or her office shall be brought before the officers of the club to determine if removal from the position is warranted. If warranted, the President, at the next regularly scheduled meeting will call for a vote to remove the officer from his/her position. When it is deemed that the President warrants removal, the Vice President will assume executive action. Three-fourths (¾) vote in favor of removal will be required from those in attendance. If the officer removed is the President the Vice President will assume the duties. If the officer removed is one of the other seven (7) officers, an immediate election to fill the position during the same meeting, will be conducted.
Section 2.  A member accused of dishonorable conduct or falsely representing the VPDA is subject to expulsion from the club. The member accused will come before the club officers to testify or mitigate the circumstances for which they are being accused. If the officers determine that expulsion may be or is warranted, the member in question can again plead his/her case during the next regularly scheduled meeting. The President will call for a secret ballot vote to determine if expulsion is in the best interest for the club. Three-fourths (¾) vote in favor of expulsion from the members present is required. If a member is expelled, he or she shall forfeit all claims against the VPDA. After a period of three years, an expelled member may request to come before the VPDA to seek reinstatement of membership, be voted upon, and if receiving three-fourths (¾) vote will be reinstated.
   
                                     Article 12:  Awards Program
 
Section 1.  Members of the VPDA will be recognized on an annual basis for their contribution to the hobby. The club secretary, during the 3rd quarter of each year will request nominations through the President, then pole the membership to seek an honoree that is most worthy of such recognition. The membership will be given two (2) months to vote and forward their recommendation to the Secretary by the November meeting. Awards will be made at the beginning of each year at the 1st annual meeting. Additional information about each award can be obtained from the club Secretary. Annual awards are identified as:
  1.Sportsman Award
  2.Hall of Fame Award
  3.Pioneer Award
  4.Claude Ziegler Award
  5.NPA Award
Section 2.  From time to time, but not more than once a year, a Lifetime Member shall be recognized for their outstanding contributions to Article 2 and the VPDA. As stated in Article 4, Section 5, nominations can be made at any time to recognize and instill Honorary Lifetime Membership to an Active Member. The benefit bestowed upon this member provides for honorary lifetime membership, a voting privilege without paying annual dues. 
 
                                  Article 13:  VPDA Disbandment
 
Section 1.  The VPDA shall not be dissolved without the consent in writing of all its active members. This determination will be resolved over a normal two (2) meeting period as determined by the last residing President. Upon dissolution, all real property will be sold in the most advantageous manner and all debts paid. Any proceeds from the sale of real property will be added to any monies retained in the treasury and divided amongst the remaining active members, or donated to a recommended charity. Remaining active members will make a decision by vote of the best way to dispose of money.

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