Purpose and Affiliation
Section 1. The purpose of this Association shall be to operate as a non-profit organization to promote, encourage and develop the rabbit and cavy industry in all of its phases in the area served by this Association; to afford memberships to clubs and persons interested in breeding, marketing and showing rabbits and cavies; and the products thereof, and do all things to effect this purpose.
Section 2. The Arizona State Rabbit and Cavy Breeders Association shall be chartered as a state association with the American Rabbit Breeders Association and shall maintain its charter in good standing with the ARBA.
Membership and Privileges
Section 1. Any person, club or association may become a member of this Association upon the payment of dues as provided in these By-Laws, and by agreeing to comply with all rules, regulations and mandates of the Association.
Section 2. Club Membership – Local all-breed clubs, local all-breed Youth clubs and State and/or Regional Specialty clubs chartered within the State of Arizona by the ARBA may become a member of the Arizona State Rabbit and Cavy Breeders Association, as a club, providing membership fee is paid as provided in these By-Laws.
Section 3. Club Privileges – Member clubs are afforded the following privileges:
The right to appoint one (1) representative and one (1) alternate to serve on the Association Board of Directors.
The right to participate in the Association sweepstake system by sanctioning show. Club membership will not be renewed if a member club fails to sanction at least one (1) show in a calendar year.
Rent-free use of show equipment owned by the Association. Provided the show is sanction with the Association. The requesting club is responsible for transporting the equipment to and from the show location, cleaning and repairs.
Rent-free booth area at the Association’s Annual Convention and Show.
Free advertisement of sanctioned shows in the Association Newsletter.
State and/or Regional Specialty Clubs holding show in conjunction with the Association’s Annual Convention and Show will receive free listing of the show in the Convention Catalog, provided the show is sanctioned with the Association thirty (30) days in advance.
Section 4. Individual Membership – All individual members, except youth and honorary members, shall have the right to vote in person at the annual and special meetings of the Association. All individual members, except youth and honorary members, shall also have the right to vote by mail for elections of officers or upon any other matters submitted by the Board of Directors. No member under the age of nineteen (19) shall be eligible to sign petitions for elective offices, amendments, or resolution of the Arizona State Rabbit and Cavy Breeders Association. Youth and honorary members shall be entitled to all the privileges of a full membership except the right to vote or hold an elected office.
Individual members and youth members must reside within the State of Arizona.
Members through the age of eighteen (18) shall be considered youth members.
Honorary membership is offered to individuals residing outside the State of Arizona.
Member Privileges– All members of the Association are afforded the following privileges:
Receive the Association Newsletter, the Arizona State Convention and Show premium catalog, notice of meetings, and ballots as applicable.
The right to participate in the Association Sweepstakes.
Members are eligible to receive recognition and awards sponsored by the Association.
Section 5. The Arizona State Rabbit and Cavy Breeders Association shall have the authority to discipline members and officer, for cause, and all matters shall be handled by procedures as prescribed in the By-Laws.
Section 6. Interpretation of the Arizona State Rabbit and Cavy Breeders Association By-Laws is vested in the Board of Directors.
Section 7. Term of membership is from January 1st to December 31st. New memberships paid between July 1st and December 31st will be prorated to one-half (1/2) the per annum dues.
Section 8. All memberships shall be due and payable to the Secretary on or before January 1st of each year. Memberships will be terminated if not renewed by February 1st of each year.
Section 9. The types and per annum dues in the Arizona State Rabbit and Cavy Breeders Association are established as:
Single / Adult $12.00
Couple (husband/wife) $20.00
Youth (through the age of 18) $7.00
Family $20.00 (husband/wife, and $2.00 per child)
Club or Association $15.00
Section 10. A revision to the per annum dues structure may be submitted by the Board of Directors for a membership vote at the Annual Membership meeting.
Section 11. New members shall receive a membership card from the Secretary within thirty (30) days of payment of dues. Membership renewals shall receive a membership card. A copy of the By-Laws shall be distributed to members upon request.
Section 12. All publications issued by the Arizona State Rabbit and Cavy Breeders Association will be mailed one (1) per household.
Section 13. The Secretary shall notify any officer delinquent in memberships dues. In the event that dues are not paid within seven (7) days, the Secretary shall notify the Board of Director and the position shall be declared vacant.
Section 1. The date, time and location of the Annual membership meeting, held in conjunction with the annual Arizona State Convention and Show, shall be approved by the Board of Directors. Member will be notified through the Association newsletter and/or show premium catalog.
Section 2. Quarterly Board of Director meetings shall be held each year unless a meeting is canceled by a majority of the members of the board.
Section 3. This Association shall follow Robert’s Rules of Order, unless otherwise directed in the By-Laws of this organization.
Section 4. Disciplinary meetings shall be called as prescribed in these By-Laws.
Section 1. Board of Director meetings may be tape-recorded. The Secretary shall retain recordings of the meetings until the Board approves the minutes of that meeting.
Section 2. The record of official minutes for all meetings shall be distributed to each officer within thirty (30) calendar days of each meeting.
Section 3. The Secretary shall forward a copy of meeting minutes to the Newsletter Editor, making them available to the general membership through publication in the Association newsletter, marked “Unapproved”.
Section 1. The officers of this Association shall be President, Vice President, Secretary, Treasurer and five (5) or more Directors. The office of Secretary-Treasurer may be combined with the approval of the Board of Directors. Each member club is entitled to be represented by one (1) Director.
Section 2. All officers shall maintain current membership in the American Rabbit Breeders Association and the Arizona State Rabbit and Cavy Breeders Association.
Section 3. All officers shall be residents of the state of Arizona. No more than two (2) principle officers shall be from the same county.
Section 4. A Youth Director will be appointed by the President and approved by the Board of Directors. The Youth Director must be at least sixteen (16) years of age and will have one (1) vote on the Board of Directors.
Section 5. Additional Director-at-Large may be appointed by the President, with the approval of the Board of Directors, in order to afford all members fair representation.
Duties of Officers
Section 1. The President shall preside at all meetings of the Arizona State Rabbit and Cavy Breeders Association and act as chairperson of the Board of Directors. The President shall call all Association meetings and appoint all committees with Board of Director approval. The President shall be an ex-officio member of the Board of Directors and shall refrain from voting on the Board of Director matters unless required to break a tie. The President shall, with power and prerogatives conferred by the Board of Directors and in accordance with these By-Laws, ensure the goals and objectives of this Association are carried out.
Section 2. The Vice President shall be an ex-officio member of the Board of Directors and shall assume the duties of the office of president in the event of absence or disability of the President. In the capacity of President, the Vice President shall refrain from voting on Board of Director matters unless required to break a tie. The Vice President shall represent the interest of the Association youth members, provide counsel and direction to the Youth representative’s) and Youth Committee.
Section 3. The Secretary shall be an ex-officio member of the Board of Directors and act as secretary thereof.
Section 4. The Secretary shall be required to keep and maintain all records pertaining to the Association; report all correspondence to the Board of Directors; work with the Executive officers to develop meeting agendas; make meeting arrangements at the discretion of the President; provide meeting notification; keep and process official minutes of meetings; receive and process membership applications and renewals; maintain an up-to-date membership list and an exhibitor mailing list; receive and process all sanction requests; submit updates show calendars to the Publicity committee and Newsletter Editor, maintain an annual inventory of assets; act on matters of correspondence, forms and printed material as authorized by the Board of Directors, and accomplish duties as prescribed.
Section 5. The Treasurer shall be an ex-officio member of the Board of Directors and be treasurer of accounts for the Arizona State Rabbit and Cavy Breeders Association.
Section 6. The Treasurer shall be bonded in favor of the Association in an amount to be set by the Board of Directors and in a company approved by the Board of Directors. The cost of the bond is to be paid by the Association. Failure to furnish satisfactory bond following commencement of term will automatically disqualify the Treasurer from office.
Section 7. The Board of Directors shall set policy, establish rules and regulations, authorize expenditures of Association funds, make contracts in the name of the Association, require the books of the treasurer and Sweepstakes Chairperson to be audited, conduct meetings, administer discipline, organize and sponsor the annual Arizona State Convention and Show, and conduct all routine and special business necessary to carry out the goals and objectives of the Arizona State Rabbit and Cavy Breeders Association.
Section 8. A simple majority of members of the Board of Directors shall constitute a quorum.
Section 1. Any member in good standing, having been a member of Arizona State Rabbit and Cavy Breeders Association for one year and having reached nineteen (19) years of age or older, may become a candidate for the office of President, Vice President, Secretary or Treasurer.
Section 2. Any qualified member may run for office by notifying the Secretary in writing no later than September 1st.
Section 3. In the event no qualified member elects to run for office, nominations will be accepted from the floor at the annual meeting. Once it has been determined that the nominees meet the qualifications of office an election will be held. A simple majority of the votes cast is necessary to be elected to office.
Section 4. If an office receives only one (1) qualified candidate for that office, the Board of Directors shall declare the candidate the winner of that particular office. No election expense shall be incurred for election to the unopposed office.
Section 5. The Secretary shall prepare and distribute ballots to all eligible members through the Association newsletter, in November. Each ballot shall be marked in a manner to prevent duplication while maintaining anonymity of the voter. A return envelope, addressed to the Election Commissioner will be included. Each ballot will have complete instructions and must be returned to the Election Commissioner within 15 days. A simple majority of the votes cast is required to be elected to office.
Section 6. The term of office for the President and Vice President shall be two (2) years. The election will be held in odd numbered years.
Section 7. The term of office for the Secretary and Treasurer shall be two (2) years. The election will be held in even number years.
Section 8. An official announcement of new officers shall take place at the following Annual membership meeting. With the duties of the new officers being assumed on April 1st of the year following the election.
Section 9. Directors representing member clubs shall be elected by their respective clubs. Their term of office shall be for a period of one (1) year commencing and ending with the annual meeting. Annually, at membership renewal, each member clubs shall inform the Association Secretary in writing of the name of the elected representative. Directors-at-Large appointed by the President shall serve for a term of one (1) year from time of appointment or until replaced by the President.
Section 10. A recount of ballots shall take place upon the written request of any member. The request, signature required, must be submitted to the Secretary no later than January 1st following the election. The Election committee shall recount the ballots and certify results to the Board of Directors within seven (7) calendar days. The Secretary shall forward a copy of the recount results to the requesting member.
Section 1. The Arizona State Rabbit and Cavy Breeders Association By-Laws, rules and regulations shall be binding on upon all members and officers.
Section 2. The Board of Directors may admonish, suspend, or expel any member of this Association for conduct which, in its judgment, conflicts with the Arizona State Rabbit and Cavy Breeders Association By-Laws, rules, regulations and thereby constitutes reasonable basis for cause.
Section 3. Procedure for a complaint against a member, refer to Roberts’ Rules of Order, current edition, disciplinary section. All complaints must be in writing.
Section 1. Standing committees shall be appointed by the President and approved by the Board of Directors. Standing committees shall function in accordance with the By-Laws and at the direction of the Board of Directors.
Section 2. The following committees shall be considered standing committees:
A. Budget Committee – shall consist of the Executive Committee and two (2) or more appointees. An annual operating budget will be submitted to the Board of Directors for approval a minimum of ninety (90) calendar days prior to the start of the fiscal year. An amended budget may be submitted during the year for Board of Director approval.
B. Audit Committee – shall consist of a chairperson and two (2) or more appointees. Its duties shall be to perform an end of fiscal year audit of the Treasurer books and audit of sweepstakes books. The signed fiscal audit report shall become part of the annual financial report submitted to the general membership at the annual meeting. The signed sweepstakes audit report shall be submitted to the Secretary for a one (1) year retention period. Books shall be audited annually and at any time there is a turn-over in the position of Treasurer.
C. Election Committee – shall consist of a chairperson and two (2) or more appointees. Its duties shall be to receive and tabulate election, By-Laws ballots, perform recounts as necessary, and certify results to the Election Committee.
1. The Election Commissioner and two (2) or more designees from the Election Committee shall tabulate all ballots and deliver results, certified signature, to the Executive Committee no later than December 1st. All ballots shall be sealed and submitted to the secretary for a one (1) year retention period.
2. The Secretary shall notify the Board of Directors and all candidates of the election results, to include the numerical vote no later than December 15th.
D. By-Laws Committee – shall consist of a chairperson and two (2) or more appointees. Its duties shall be to review the By-Laws on an ongoing basis and submit recommendations to the Board of Directors, receive proposed amendments from members, prepare draft amendments as may be requested by the Executive Committee and/or the Board of Directors, review amendments for clarity of language and adherence to affiliated rules and regulations, and submit resolutions to the Executive Committee and Board of Directors.
E. Publicity Committee – shall consist of a chairperson and sufficient committee appointees to include the Newsletter Editor. Its duties shall be: A. Quarterly publication of the Association newsletter, Arizona State Rabbit and Cavy Review. B. Regular submission of a state activity reports to the ARBA District Director for publication in the Domestic Rabbit, C. Procurement of promotional items, soliciting advertising for the Association newsletter, and publication of any periodicals and promotional materials.
F. Award Committee – shall consist of four (4) or more appointees. Its duties shall be to identify awards and recognition, criteria for awards and publicity regarding awards and identifying individual nominees through a committee process for such special awards as approved by the Board of Directors. It will work with the President, Convention/Show Superintendent in securing and distributing youth; convention and annual sweepstakes contest awards.
G. Sweepstakes Committee – shall consist of a chairperson. Its duties shall be to maintain an ASRCBA member sweepstakes program as outlined by Association Sweepstake Rules.
H. Convention and Show Committee – shall consist of a superintendent and subcommittee appointees of the superintendent responsible for arrangements connected with the Arizona State Convention and Show as prescribed in Association policies.
I. Youth Committee – will be formed with the Youth Director as chairperson and the Vice President as youth advisor. Its duties will be to involve youth in activities that enhance the knowledge and confidence of youth members, including raising funds for Youth Royalty and assigning the position of youth editor to the Association newsletter, and further the goals and objectives of the Arizona State Rabbit and Cavy Breeders Association.
Section 1. Any member club of this Association shall be permitted to designate their show an Official Arizona State Rabbit and Cavy Breeders Association Sweepstakes Show. A $5.00 sanction fee for each show must accompany the application.
Section 2. The sponsoring club will pay into a special show fund an amount of $0.10 per paid entry. The Association Treasurer shall establish a special account for funds collected. The monies in this account shall be used to purchase Sweepstakes awards.
Section 3. Sweepstake Rules are published as a separate document published by the Board of Directors.
Section 1. The Arizona State Rabbit and Cavy Breeders Association fiscal year shall be April 1st through March 31st.
Section 2. The Treasure shall prepare an annual financial report for reading and approval at the Annual Membership
meeting. The annual financial report shall be published in the Association newsletter for the general membership.
Section 3. The Treasure shall prepare quarterly reports itemizing expenditures and sources of income and shall distribute copies to the officers and directors at Board meetings.
Section 4. The signatures of the Treasurer and another member appointed by the Board of Directors shall be require on the Arizona State Rabbit and Cavy Breeders Association checking account signature card.
Section 5. All non-customary expenditures shall be approved by the Board of Directors unless part of an approved budge item. No budgeted item shall go over budget without prior approval of the Board of Directors.
Section 6. Pre-approved personal expenditures for the Arizona State Rabbit and Cavy Breeders Association require receipts for reimbursement.
Section 1. Any eligible member may propose an amendment or alteration. Any proposed amendment or alterations of the By-Laws of the Arizona State Rabbit and Cavy Breeders Association shall be made in writing, signed by ten (10) or more members of the association in good standing, and be received by the By-Laws Committee. Each proposal shall be confined to no more than one (1) article.
Section 2. An affirmative majority of the ballots cast shall be required for passage of any proposed change or alteration.
Section 3. Amendment or alteration proposals may be submitted to the By-Laws Committee at any time during the year.
Section 4. The Secretary shall prepare and distribute ballots to all eligible members through the Association newsletter or separate mailing, in November. Each ballot shall be marked in a manner to prevent duplication while maintaining anonymity of the voter. A return envelope, addressed to the Election Committee will be included. Each ballot will have complete instructions and must be returned to the Election Commissioner within 15 days.
Section 5. An amendment or alteration voted by mail ballot shall take effect January 1st following the election.