CONTENTS
PURPOSE
OFFICERS
Elected
Appointed
Requirements to Hold Office
Responsibility of Club Officers
Duties of Officers
President
Vice President
Treasurer
Recording Secretary
Race Secretary
Statistician
COMMITTEES Standing
Duties Race Committee
Transportation Committee
Finance Committee
Membership Committee
Awards and Diplomas Committee
By-Laws Committee
Special
Race Course and Schedule
Equalizer
Banquet
Auctions and Shows
MEMBERSHIP
Membership Categories Defined
New Member Procedures
Sponsors and Sponsorship
Member Discipline
ELECTION OF OFFICERS
VOTING and ELECTION RULES
RECALL PROCEDURES
MEETINGS
DISSOLUTION
Purpose
To finance and coordinate the transportation of racing pigeons for the purpose of competition and awards.
Elected Officers
President
Vice President
Treasurer
Recording Secretary
Race Secretary
Appointed Officer
Statistician
The Statistician in appointed by the President.
REQUIREMENTS TO HOLD OFFICE
Only active participating members may be considered to hold office.
Active participation is defined as shipping, clocking and reporting at least four races of a regular race season. A regular race season is defined as both YB and OB series of races in a given calendar year. “Special races” are not qualifying events.
An active member seeking the office of President must have served and completed a minimum of one term as a club officer within the last five years.
The positions of President, Vice President, Treasurer, and Race Secretary require three years active membership before taking office.
The position of Recording Secretary requires two years active membership before taking office.
Duties of Officers
President
Duties:
The President serves at the will of the voting club members.
The President administrates all club functions, organizes all club events and appoints committees.
The President prepares an agenda for and officiates at FH meetings.
The President maintains a calendar of club events.
Authority:
The President authorizes the spending of the club treasury up to $500.00.
The President makes commitments on behalf of the membership upon approval by club vote.
The President makes appointments to fill vacancies in club officer positions until an election can be held. An election must be held within 60 days. All appointments will expire after 60 days.
Duties of Officers
Vice President
Duties:
The Vice President assists the President and serves as the President if the President is absent.
The Vice President takes the office of the President should the President vacate his office. An election must be held within 60 days to elect a new President.
The Vice President serves as committee coordinator.
Authority:
None.
Duties of Officers
Treasurer
Duties:
The Treasurer is authorized to collect monies due to the club.
The Treasurer maintains the FH bank account.
The Treasurer keeps an accounting of income and expenses.
The Treasurer pays all bills.
The Treasurer serves on the Finance and Oversight Committee.
The Treasurer submits all required state and federal tax reports.
Authority:
None.
(All expenditures over $500.00 MUST be approved by club vote.)
Duties of Officers
Recording Secretary
Duties:
The Recording Secretary takes minutes at FH meetings.
The Recording Secretary mails out and receives non-financial correspondence for the club.
The Recording Secretary serves as secretary to the President.
The Recording Secretary keeps the club roster.
Duties of Officers
Race Secretary
Duties:
The Race Secretary is responsible to know and ensure that all AU race rules and FH procedures are followed.
The Race Secretary coordinates and oversees all activities relating to ship outs, clock meetings and race results.
The Race Secretary stays informed about weather and conditions along the racecourse.
The Race Secretary assures that all race participants are informed about release times and conditions.
The Race Secretary is responsible to ensure that only paid members in good standing with the FHPC are allowed to place birds into a race.
The Race Secretary assures that the race crates are clean and sanitized.
The Race Secretary shall chair the race committee.
The Race Secretary and/or his committee members must be present during ship out and cock meetings.
Authority:
The Race Secretary has full authority at ship outs, clock meetings and over race reports.
Duties of Officers
STATISTICIAN
The Statistician is appointed by the President.
Duties:
The Statistician enters, records and processes race results.
The Statistician serves the President and Race Secretary.
Authority:
None.
COMMITTEES
STANDING COMMITTEES
FH Club will maintain standing committees throughout the year to facilitate club operations.
Each committee will be composed of a chairman and at least two other members to assist.
All committee members will be appointed or approved by the President.
Changes in committee members ay be make by the President at any time.
The committee chairman will offer a report as necessary at each club meeting.
SPECIAL COMMITTEES
Special committees will be appointed by the president as necessary for a specific purpose or event. The committee will dissolve after the purpose is completed.
Standing Committee
Race Committee
The Race Committee serves as the arbitration body for all race disputes.
Duties:
The Race Secretary will convene the Race Committee to decide whether to release the pigeons if the conditions for the race come into question.
The Race Committee will be the final authority for questions of release.
If a member of the Race Committee is involved in a race dispute , the President will replace that committee member until the dispute has been resolved.
STANDING COMMITTEES
Transportation and Trailer Committee
DUTIES:
The Transportation and Trailer Committee coordinates all activities relating to the transporting of race pigeons to and returning from the release station. This includes providing a truck and driver for each race. The driver is required to have a cell phone and a GPS unit with him at all times.
The Transportation and Trailer Committee coordinates all trailer maintenance, registration and insurance.
The Transportation and Trailer Committee provides a projected cost for the upcoming race series to the Finance Committee.
Authority:
None.
STANDING COMMITTEES
Finance and Oversight Committee
The purpose of the Finance and Oversight Committee is to provide an ongoing oversight of the club finances.
The Committee will consist of the club President, Treasurer and the past Treasurer serving as chair.
DUTIES:
The Committee will stay informed as to the financial status of the club.
The Committee will audit the records of Club income and expenses to determine profit and loss in January of every year.
The Committee will audit the cost of transportation after every YB and OB series to establish a transportation budget for the upcoming year.
STANDING COMMITTEES
Membership Committee
DUTIES:
The Membership Committee administers and enforces by-law procedures relating to membership and applications for new membership as directed by the President.
The Committee will monitor the participation and probationary status of new members until after the probationary period.
The Committee receives written complaints regarding member participation and questions of ethical conduct and any conduct not in the best interest of club unity and harmony.
The Committee will monitor the level of participation of each member at the end of the calendar year and report to the President when a member falls below the minimum level of required participation to maintain Active Member status.
The Committee coordinates the club voting and election process.
The Committee mails out and receives ballots.
The Committee supervises the counting of votes and reports the results to the President for his approval.
The committee reports the voting results as directed by the President.
Membership
Discipline
The Membership Committee receives written complaints regarding member participation and questions of ethical conduct not in the best interest of club unity and harmony.
If the behavior, participation or lack of participation of a member becomes an issue of concern to any active member, that member may make a written complaint to the Membership Committee chair.
Upon receiving a written complaint, the President will be notified. The Membership Committee will then be responsible for reviewing the complaint to determine which of the following actions will be taken:
No action at this time, but a record of the issue will be kept by the Membership Committee. These records will be kept until the issue is deemed resolved by the committee.
The committee will serve the member with a written notice with specifics clearly stated and the required changes enumerated. The consequences of a failure to comply will be clearly expressed with dates and other details.
The Committee may make a written recommendation to the President that the member be excluded from club activities for a given period of time to be determined by the committee and the President.
The Committee may recommend that the member be expelled. This issue will be presented for club vote by paper ballot. Upon a two-thirds vote to expel by the responding voters the member will be notified in writing by the Membership Committee that he/she has been expelled.
STANDING COMMITTEES
Awards and Diplomas Committee
The Awards and Diplomas Committee purchases trophies, plaques, ribbons and diplomas as directed by the President.
STANDING COMMITTEES
By-Laws Committee
The By-Laws Committee maintains the club by-laws.
DUTIES:
By-Laws Committee prepares recommended changes to the by-laws in response to motions presented in accordance with by-laws provisions.
BY-LAWS CHANGES:
Changes in the by-laws require a written motion to the by-laws committee at any time throughout the year. The motion will be presented at the annual general membership meeting in February, at which time the motion will be presented to the membership for discussion and a 2nd on the motion. Proposed by-laws changes will be put into ballot form and will be mailed out by the Membership Committee.
By-laws changes will take effect after the Membership Committee determines the balloting to be valid.
The By-Laws Committee will then enter the changes into the written by-laws for publication to the club members.
The By-Laws Committee at any time may make recommendations for by-laws improvements and up-dates to the President for his consideration.
SPECIAL COMMITTEES
Special committees will be appointed by the President as necessary for a special purpose. The Committee will dissolve after the purpose is completed.
The following four committees are deemed Special Committees:
Course and Schedule Committee
Equalizer 300 Race Committee
Banquet Committee
Shows and Auction Committee
Membership
Membership in the Foothills RPC requires active participation. Active participation is defined as shipping, clocking, and reporting in at least four or more races of a regular race season. A race season is defined as both the YB and OB series of races in a given calendar year. Races designated as “Special” are not qualifying events.
Each member of the Foothills RPC is responsible to conduct themselves in the best interest of the club, promote unity and harmony and agrees to follow all club procedures and by-laws.
Active membership runs from January 31st to January 31st.
Membership
Membership Fees
Club dues including all outstanding account balances are due on January 31st. Dues paid after January 31st will have a $10.00 late fee added. Members that have not paid by January 31st are not considered active.
Membership
Membership Categories Defined
Active Member
An active member is one who has paid all current dues, has served a one year probationary period and has been voted into active membership status in accordance with the by-laws and who participates by shipping, clocking, and reporting in no less than four races of a regular race series per year. A race season is defined as both the YB and OB series of races in a given calendar year. Races designated as “Special” are not qualifying events. Any member that is not or unable to actively participate in four or more races of a regular race series will be referred to the membership committee for review. The membership committee will decide what action, if amy will be taken.
Probationary Member
A Probationary Member is one that has not yet been voted into Active Member status. Probationary Members may not vote, may not hold elected office and may not serve as chair of a committee. Probationary Members may serve on committees and participate in club events and functions.
Junior Member
A Junior Member is one that has not reached the age of 18 years. Junior Members may race in the regular race series nut may not vote, may not hold office nor serve on committees.
Partnership
A partnership is two active members with one team flying to one address.
An active partnership gets one vote.
The intent to fly as an active partnership must be declared before the start of the race season.
Only one active partner may hold office at a time.
Membership
New Membership Procedure
Any person interested in becoming a FH member must attend a FH meeting as a visitor and be introduced to the membership.
The prospective new member finds an eligible sponsor and together they complete a new member application form.
The sponsor turns the completed application over to the chair of the Membership Committee. The Membership Committee will check the application for completeness and accuracy.
If the application is complete and approved by the Membership Committee, it is then passed to the President for approval. The President initials the application and it is returned to the Membership Committee. The Membership Committee will then notify the sponsor that he may stand up at the next meeting and introduce the applicant to the club members.
A directed by the President, the Membership Committee will send out a paper ballot to all active members for their approval or disapproval of the new member candidate’s application. A passing vote is two-thirds of the responding voters.
If the applicant passes by a two-thirds vote, the new member will be required to serve a one-year probation period. After the probationary period has been satisfied and all other requirements for Active Membership, the sponsor may at his discretion ask the voting membership to accept the Probationary Member as an Active Member. The Probationary Member is granted Active Member status upon a passing vote of two-thirds of the responding voters.
The sponsor at his discretion may extend the probationary period for no more than one year if he feels that the Probationary Member has not yet fulfilled the requirements of Active Membership.
Membership
Sponsors and Sponsorship
A sponsor agrees to accept responsibility to keep the new member informed as to all events, fees and duties leading to Active Membership.
The Sponsor agrees to participate in the races, club events and attend club meetings during the sponsorship period.
The Sponsor agrees to stay informed about the health and conditions in the new member’s loft.
The Sponsor intervenes if there are any problems or disputes regarding the new member.
The Sponsor assures that the new member pays all fees on time and has a current AU membership card, or has made application and paid AU dues.
The sponsor will arrange for the new member to get GPS measurements before the race series.
The sponsor will arrange for the new member to get GPS measurements before the race series.
The sponsor will present the new member with a Foothills New Member Packet. The Packet will contain a race schedule, fee schedule, FH by-laws, AU race rules, a calendar of upcoming events and club roster.
A sponsor may sponsor no more than two new members a year.
Voting and Election Rules
Only Active Members may vote.
Upon a proper motion and second from the floor, the President may authorize approval of action if there is a quorum present and if there is no objection from the floor.
Recall of Elected Officers
At any time throughout the year, an Active Member may request a recall vote on any elected club officer.
The request will be formed into a motion. If there is a 2nd, the President must call for a vote.
A ballot will be prepared and mailed by the Membership Committee.
The removal from office requires a two-thirds vote in favor of removal from the responding eligible voters.
Election of Officers
A club meeting will be held in early November to call for nominations from the membership.
Persons nominated must meet the requirements to hold the office that they are being nominated for, must be present in the meeting, and be willing to accept the nomination. Nominations will be closed at that time.
The Membership Committee will prepare a ballot to be sent by mail to all Active Members. No write-in votes will be accepted.
A majority of the returned ballots will determine the winner.
The President and Vice President will be elected in even numbered years. The Race Secretary, Recording Secretary and Treasurer will be elected in odd numbered years.
Election of officers will be held in the last two weeks in November.
Elections to fill vacancies will be held in accordance with by-laws provisions.
Meetings
Meetings will be called at the discretion of the President, but not less than four meetings per year.
Robert’s Rules of Order will serve as a guideline to meeting decorum and etiquette.
All comments and questions will be directed to the chair.
Discussion between club members will take place outside the business of the meeting.
A quorum will be two-thirds of the eligible voting membership.
Notice of Meeting
There will be reasonable notice of upcoming meetings. At the meeting, the chair will report the method of communication used and if everyone was notified.
Visitors
Subject to the President’s wishes, visitors may not comment on club business during the meeting, but may ask questions if appropriate.
Smoking in the clubhouse is not permitted.
Alcohol is not permitted at any time on clubhouse property.
Dissolution
In the event that the Active Membership falls below six members, a motion for dissolution may be entertained. A majority vote will decide.
In the event that there is at any time two-thirds of the membership petitioning for dissolution, a paper ballot will be issued and the club will dissolve if 80% of the eligible voting membership approves dissolution.
The club assets will be liquidated and cash accounted for. The proceeds of the complete liquidation and cash will be denoted to the American Cancer Society in Denver, Colorado.