Constitution

HNDGA Constitution

Approved.___December 2002___________

Amended October 2004

HEARTLAND NIGERIAN DWARF GOAT ASSOCIATION

CONSTITUTION

PREAMBLE:

This association of breeders/owners of Nigerian Dwarf Goats is formed for the purpose of improving the promotion and marketing of Nigerian Dwarf Goats. This constitution is adopted in order to provide a working structure for this group, which will operate on democratic principles.

ARTICLE I - NAME

SECTION 1.

The name of this Association shall be HEARTLAND NIGERIAN DWARF GOAT ASSOCIATION (HNDGA).

ARTICLE II-PURPOSE

SECTION 1

HEARTLAND NIGERIAN DWARF GOAT ASSOCIATION was organized in DECEMBER 2002 for the following purposes:

(A) To create good will, harmony, co-operation, and fellowship among exhibitors, breeders, and fanciers.

(B) To actively seek opportunities to provide and circulate sound information to the general public regarding Nigerian Dwarf Goats.

(C) To co-operate whenever possible with other dairy goat clubs and other related organizations to facilitate the inclusion of Nigerian Dwarf Goats into shows and other dairy goat forum.

(D) To promote the breeding and exhibition of Nigerian Dwarf Goats.

(E) To promote the inclusion of Nigerian Dwarf Goats in 4-H and other youth agriculture groups.

ARTICLE III - MEMBERSHIP

SECTION 1.

Any individual interested in the purpose of the Association is eligible for membership upon making proper application therefore with the understanding that such member will abide by and be bound by the Constitution of this Association. Such membership shall continue as long as such member pays his/her annual dues and complies with the rules and regulations of this Association. Members shall have full voting privileges after acceptance of application and dues. Application form, together with dues, shall be given to the membership secretary.

SECTION 2. DUES:

(A) Annual dues, as set by the Association, are payable in advance on MARCH 1 of each year. The membership shall be from MARCH 1 TO FEBRUARY 28(29). Dues of members unpaid on MAY 1 shall be considered in arrears, and no member in arrears shall be entitled to the rights and privileges of members. IF DUES SHOULD REMAIN UNPAID FOR A PERIOD OF 6 MONTHS, THE MEMBERSHIP IS FORFEITED. RE-ENTRY INTO THE ORGANIZATION WOULD REQUIRE A NEW APPLICATION FOR

MEMBERSHIP WITH DUES PAID.

(B) Members joining after November 1 will have dues paid for the following membership year.

(C) The amount of membership dues and categories of membership will be determined, and may be changed by a majority vote of the membership present.

ARTICLE IV - OFFICERS

SECTION 1.

The elected Officers of this Association shall consist of

1. President

2. Vice-President

3. Secretary-Treasurer

4. Newsletter Editor

5. Show Superintendent

SECTION 2.

The Officers shall be elected annually by the membership by secret ballot and shall hold office for one year. Officers may succeed themselves if duly elected by a majority vote of the membership.

SECTION 3.

The elected shall constitute the Board of Directors. They shall act as an executive committee. Three shall constitute a quorum. The President will preside over their meetings and report to the membership.

ARTICLE IV - ELECTIONS

SECTION 1.

Nominations for Officers will be made annually in October. Voting shall commence no later than November 1 and end no later than November 15. . Election will by secret ballot, by means of online polling or paper ballot.. It is the member’s responsibility and not that of HNDGA to be sure his/her ballot is cast and, in the case of paper ballots, reaches the secretary prior to the deadline

SECTION 2.

The results of the elections will be announced when all ballots have been returned, or by November 16 whichever is soonest. Election results will be published on the association web list and included in the next issue of the Newsletter. New officers will take office on March 1

SECTION 3

Eligibility:

(A) All Officers shall be in good standing with this Association.

(B) No one under the age of sixteen years.

(D) Vacancies occurring in any of the Offices shall be filled on recommendation of the Board of Directors and shall serve until the next election.

ARTICLE VI - DUTIES OF OFFICERS

SECTION 1. PRESIDENT

(A) As Chief Executive Officer of this HNDGA, the President shall maintain general supervision of the affairs of this Association. The President shall preside at regular and special meetings.

(B) The President shall appoint all Committees not otherwise provided for. The President may appoint special committees, as he/she may deem advisable to further the interests of this Association. All committee terms shall expire as directed by the President. The President shall designate a Chairman for each committee.

SECTION 2. VICE PRESIDENT

In the absence, or at the request, or by refusal of the President to act, shall perform the duties of the President. The Vice President shall be the primary moderator of the on line discussion group. The Vice President may solicit and select a co-moderator from the officers or general membership.

SECTION 3. SECRETARY -TREASURER

Shall keep the minutes of all meetings and conduct the general correspondence of this Association. The Secretary shall have charge of all books, papers, records and property pertaining to his/her office. The Secretary shall distribute all notices of meetings and other matters to be brought to the attention of the members between meetings.

The Secretary shall prepare detailed minutes of the members business meetings and shall enter these minutes in a notebook as a permanent record, e.g. motions made and by whom, seconded and by whom, who argued against, etc.

The Secretary shall mail a copy of the minutes of each HNDGA meeting to the Newsletter Editor no later than 10 days after an HNDGA meeting.

(A) All Association books, papers and records are open to any member of this Association, but shall remain in possession of the Secretary at all times.

(B) After minutes are read and approved at each meeting, they shall be signed as correct by the President or Vice President.

(C) Shall collect and keep a strict account of all dues and all other money coming into this Association and keep same on deposit in a designated bank.

(D) Shall make all payments by check drawn on the funds of this Association.

(E) Shall make a monthly report as designated by the order of business.

1. All bank records and treasurer reports are open to any member of this Association but must remain in possession of Treasurer at all times.

2. After the Treasurer's report is read and approved, it will be signed as correct by the President or Vice President.

3. Year-end financial report of the HNDGA's income and expenditures to be submitted at the NOVEMBER meeting.

4. The financial records of HNDGA will be audited annually in December by a committee appointed by the President. The audit committee shall be composed of the President and two others selected from the membership. The audit committee shall make a written report to the membership regarding the outcome of the audit.

(F) Shall keep a complete and correct list of all paid members of the HNDGA showing their name, address and telephone number if possible, along with the date of membership. Send out reminders to all members that have not renewed their membership as of October 1st.

(G) Shall provide the Vice President and co-moderator of the online discussion group a complete and accurate listing of members in good standing. The names of new members will be provided to the Vice President and co-moderator within 24 hours of receipt and processing.

SECTION 4. NEWSLETTER EDITOR

The function of the Editor is to publish a monthly Newsletter for this Association. He/she will print all articles and letters received; unless they are deemed by the Editor to be slanderous or detrimental to the Association or its members. Such articles or letters are to be turned over to the Board of Directors immediately, who will review and either approve or disapprove the printing.

(A) If an article or letter is disapproved by the Board of Directors, the said article or letter will be sent back to the person with an explanation of refusal.

(B) Editor may not add to or delete any part of a letter or article without written permission of sender. The editor may correct spelling errors.

(C) It is the Editors responsibility to print only the facts with documented proof to protect this Association from possible legal action.

Newsletter Format:

(A) No more than 6 pages, with exception of special issues approved by the membership Special issues limited to 10 pages.

(B) The Newsletter must contain the following order starting with page 1.

1. President's letter.

2. Date, time, place, program and directions to next HNDGA meeting.

3. Special events and announcements.

4. Minutes of last HNDGA meeting if one has been held.

5. Current roster of Officers and Board Members. (cover page)

6. Business card ads.

7. Membership application.

8. Current membership roster, (if there is room) otherwise quarterly

“The views and opinions expressed herein do not necessarily reflect those of the Heartland Nigerian Dwarf Goat Association, nor its Officers, or Members.”

(D) Newsletter shall be mailed AND MADE AVAILABLE ON THE INTERNET, no later than the 15th of the month.

(E) Editor shall provide to the Secretary/Treasurer a copy of the mailing list, to receive one month in advance, printing and postage expenses.

SECTION 5. SHOW SUPERINTENDENT

Show Superintendent shall maintain general supervision of the affairs of the Association's Show(s), and shall be Chair of the Show Committee.

Duties shall be as follows:

(A) Appoint a Show Secretary whose duties will be: To update show rules and regulations, be in charge of all pre and post publicity for the show, be in charge of the Pre-Show Check-In, be responsible for filling out the Official Report of Awards during the Show.

(B) Appoint Barn Superintendent(s) whose duties will be: Assign pens and check all animals upon arrival for any signs of illness or disease. Rejected animal's name and tattoo will be read and given to the Show Secretary.

(D) Shall secure the Judges that the membership has selected: Send judges, HNDGA approved contract. If contract is not accepted by judges as written, all changes will be subject to approval by membership.

(E) Secure P A System.

(F) Sanctions

(G) Awards

All actions will be subject to the approval of the membership.

ARTICLE VII- EXPULSION

SECTION 1.

A member shall be expelled for dishonest representation or conduct judged to be grossly detrimental to the best interests of the HEARTLAND NIGERIAN DWARF GOAT ASSOCIATION. This is a serious charge and shall be sustained only after deliberate and impartial study by the Board of Directors.

(A) A member wishing to lodge such a charge against another member may do so by documenting full particulars in writing to the President, who along with the Board of Directors will evaluate the merits of the complaint.

(B) If in the judgment of the President, and the Board of Directors, the complaint warrants further consideration, he/she, or the designated representative, will:

1. Notify in writing the person or persons against whom the complaint has been registered, identifying the complaint, and spelling out the nature of the allegation.

2. Allow the accused to respond to the charge.

(C) If 2 members of the Board of Directors request that the matter be put to a vote, the President will canvass the Board and a 2/3 majority of the Board will sustain the complaint and result in the expulsion of the member.

The President, acting on behalf of the Board, will advise the expelled member in writing, the reason for expulsion and explain what steps may be necessary for reinstatement.

An officer may be removed from office at any time by a two thirds (2/3) vote of the membership

ARTICLE VIII- RESIGNATION

SECTION 1.

A member wishing to resign their membership must notify the Secretary in writing and pay all indebtedness, which he may owe the ASSOCIATION. When a member resigns for any reason, they forfeit all claims to the HNDGA's property.

ARTICLE IX - LIABILITY

SECTION 1.

The property of members, Directors and Officers shall not be subject to the payment of the corporate debts to any extent whatever.

SECTION 2.

No Officer, individual or committee shall render this Association liable to an amount exceeding its appropriation, which appropriation shall be made at any meeting.

SECTION 3.

No money shall be voted out of this Associations funds except by 2/3 majority of the membership present at any meeting or by the Board of Directors at any specially called meeting.

ARTICLE X - ORDER OF BUSINESS

SECTION 1.

Call to Order

Roll Call

Minutes of last meeting

Report of Treasurer

Applications for Membership

Program and Speakers

Report of Committees

Unfinished Business

New Business

Adjournment

Fellowship Period

SECTION 2.

The issue in all voting shall be determined by a majority of vote's cast, unless specifically called for otherwise.

SECTION 3.

On all questions of Parliamentary Procedure, on which this Constitution is silent, the latest edition of Roberts Rules of Order shall govern.

ARTICLE XI - AMENDMENTS

SECTION 1.

This Constitution may be amended by 2/3 majority of the members present at any regular meeting or at a special meeting called for that purpose.

POLICIES

1: Heartland Nigerian Goat Association shall require an official

certificate of health from a state licensed Veterinarian for all animals

attending Heartland Nigerian Goat Association sponsored events. (adopted by membership July 2006)

2: Heartland Nigerian Goat Association will not hold or

co-sponsor a show or activity where health certificates are not required (adopted by membership July 2006)