The Marans Club Constitution & Bylaws
ARTICLE I – NAME
The Name of this club shall be The Marans Club.
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Organized 2018
ARTICLE II – PURPOSE
Section 1. The Purpose of this club shall be:
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To promote the Marans breed of poultry.
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To promote the improvement of all Marans varieties.
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To educate about Marans.
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To promote breeding to the American Poultry Association’s Standard of Perfection.
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To promote breeding for dark russet Marans eggs.
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To promote both poultry and egg shows.
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To provide a friendly atmosphere for members to work together and encourage one another.
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To give its members authority and ultimate control.
ARTICLE III – MEMBERSHIP
Section 1. Membership
Any person with a sincere interest in Marans shall become members upon payment of annual dues under one of the following classifications:
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Standard: Any person eighteen (18) and above living where the American Poultry Association is the governing body of exhibition poultry.
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Junior: Any person age seventeen (17) and below living where the American Poultry Association is the governing body of exhibition poultry.
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Associate: Any person living where the American Poultry Association is not the governing body of exhibition poultry. These members shall not be eligible for club points.
Section 2. Membership Terms and Dues
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Membership dues shall be fair and economical set by the Executive Board.
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All membership terms expire on January 1 of every year.
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Any membership dues paid on November 1 or later shall be good for the entirety of the following year.
Section 2. Voting
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Voting is restricted to Standard Members in good standing. Junior and Associate Members shall not vote. Standard Members shall vote on all changes in the Constitution and By-laws, all officers of the Executive Board elections, and decisions of the club that are deemed major by the Executive Board.
Section 3. Member Code of Conduct
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If any member is harmful or a discredit to Marans or The Marans Club, they may be suspended or expelled in accordance with the bylaws.
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Members of this club shall conduct themselves in public and on social media in a manner that reflects positively on the club.
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Members of this club shall not use social media to threaten or harass anyone.
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Members of this club shall not participate in criminal activity.
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Members of this club shall uphold the constitution and bylaws of this club.
ARTICLE IV – OFFICERS AND EXECUTIVE BOARD
Section 1. Officers
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The officers and members of the Executive Board shall be President, Vice-President, Secretary, Treasurer, and the Directors of each district.
Section 2. Districts
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The number of districts and their borders shall be set by the Executive Board before nominations are held for each election.
Section 3. Term of Office
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The officers of the Executive Board shall be elected for a term of two years beginning January first of odd numbered years.
Section 4. Qualification of Officers
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Standard Members in good standing who have been active members of this club for a minimum of two years are eligible to be officers.
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No member convicted of a felony shall be an officer of this club.
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Officers of this club shall not participate in criminal activity.
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Officers of this club shall be members of the American Poultry Association.
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Officers of this club shall uphold the constitution and bylaws of this club.
Section 5. Officers Code of Conduct
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Officers of this club shall conduct themselves in public and on social media in a manner that reflects positively on the club.
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Officers of this club shall not use social media to threaten or harass anyone.
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Officers of this club shall not participate in criminal activity.
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Officers of this club shall uphold the constitution and bylaws of this club.
ARTICLE V – APPOINTED POSITIONS
Section 1. Non-Elected Positions
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Positions may be appointed by a majority vote of the Executive Board to perform jobs helpful in the operation of the club.
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Examples of these positions are Junior Director, State Representatives, and other positions deemed helpful by the Executive Board.
ARTICLE VI – ELECTION
Section 1. Date
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Elections shall be held on the first week of November in even numbered years.
Section 2. Election Commissioner
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An Election Commissioner shall be appointed to oversee the election by the Executive Board.
Section 3. Ballot
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The election ballot shall be by digital link.
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Any member may request a mail in ballot a month before the election. All mail in ballots must be postmarked two weeks before the election to be counted.
Section 4. Nominations
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Nominations shall be made by digital link, or by contacting the Election Commissioner.
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Nominations shall be made by any member.
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Nominations shall be made in July of even numbered years.
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Nominees shall accept a nomination by August 31 of the election year.
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Nominees shall run for only one position.
ARTICLE VII – MEETINGS
Section 1. Annual Meetings
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An Annual Meeting shall be held via internet and be open to all members in good standing.
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The date of Annual Meeting shall be in conjunction with the National Meet.
Section 2. Board Meetings
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Board Meetings shall be held at the discretion of the President.
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Board Meetings shall be open to all members in good standing via internet or via meeting minutes.
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The Board Meeting’s agenda shall be made available to the Board and the members prior to the meeting.
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Members shall be given an opportunity to add items to the agenda (1) one week prior to the Board Meeting.
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Members shall be given an opportunity to represent their items and proposals at the Board Meetings.
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The Board Meeting’s minutes shall be made available to all members in good standing.
Section 3. Quorum
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No less than (7) seven members of the Executive Board shall be present in order to hold a Board Meeting.
Section 4. Attendance
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Officers shall not miss more than (3) three Board Meetings in a row unless extenuating circumstances are present and approved by the remaining majority of the Board.
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Officers shall be present at no less than (2/3) two-thirds of all Board Meetings unless extenuating circumstances are present and approved by the remaining majority of the Board.
ARTICLE VIII – POULTRY SHOWS AND MEETS
Section 1. Types of Meets
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National Meet: There shall be one National Meet a year.
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District Meets: Each district may have District Meets as determined by the Executive Board.
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State Meets: Each district may have State Meets as determined by the Executive Board.
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Special Meets: Special Meets may be held as determined by the Executive Board.
Section 2. Egg Shows
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An Egg Show may be held at any meet.
Section 3. Point System
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Fair and competitive point systems shall be established for poultry and egg show competition.
ARTICLE IX – AMENDMENTS
Section 1. Amendment Procedure
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Proposed amendments shall be presented to the President by any Standard Member.
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The Executive Board shall discuss and vote the proposed amendment.
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If the amendment passes with a (2/3) two-thirds majority of the Executive Board, it shall be presented to the Standard Members to be voted upon.
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The amendment shall be ratified with a majority vote of Standard Members who vote on the proposed amendment.
THE MARANS CLUB BYLAWS
ARTICLE I - DUTIES OF OFFICERS
Section 1. Executive Board
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Shall have general control and supervision of the affairs of the club, the enforcement of rules, and shall run the daily affairs of the club that are in adherence with the Constitution and Bylaws.
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Shall know, uphold and enforce the Constitution and Bylaws
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Shall hold regular meetings and communicate by any means to attend to the affairs of the club.
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Shall consider the members’ wishes with every decision.
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If a member of the Executive Board other than the President fails to execute their duties, either through death, disability, or lack of interest, or if any position of the Executive Board is vacated, the President with a majority vote of the remainder of the Board may appoint a new Executive for the remainder of the unexpired term.
Section 2. President
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Shall know, uphold, and enforce the Constitution and Bylaws.
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Shall be the chief executive officer of the club.
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Shall be the sole interpreter of the Constitution and Bylaws.
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Shall have one vote on the Executive Board.
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Shall be a member of, and act as the Chairman of the Executive Board.
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Shall appoint all special committees.
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Shall be an ex-officio member of all committees.
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Shall take initiative in all club matters, safeguarding its interests at all times.
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With consent of the majority of the Executive Board, may take such actions necessary in any matter involving legal procedure to protect the interests of the club.
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Shall have access to and oversee all club accounts, activities and property as the administrator.
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Shall ensure that all club accounts are secure and are being used properly.
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Shall break any tie votes.
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If the seat of President is vacated, the Vice President shall thereupon become President.
Section 3. Vice President
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Shall know, uphold, and enforce the Constitution and Bylaws
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Shall have one vote on the Executive Board.
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Shall preside at all meetings at which the President is not present.
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Shall thereupon become President, if the seat of President is vacated.
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Shall approve all Regional, State, and Special Meets.
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Shall approve all egg shows.
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Shall be in direct supervision of the District Directors and the Youth Leader.
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Shall assure that all show reports are submitted.
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Shall understand and enforce the rules and point system of the club's poultry and egg competitions.
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Shall have access to and oversee all club accounts.
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Shall ensure that all club accounts are secure and are being used properly.
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If the seat of Vice President is vacated, the President shall nominate a Vice President upon confirmation by a majority vote of the Executive Board.
Section 4. Secretary
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Shall have one vote on the Executive Board.
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Shall insure that all of the club’s documents, files, data, and properties are organized, stored, and secure.
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Shall keep the club’s membership role current with each member’s name, address, email, phone numbers, and historical membership dates.
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Shall record, organize, and store all official votes of the club.
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Shall record, organize, and store the minutes of the club’s meetings.
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Shall assist the Vice President in recording, organizing and storing all club poultry and egg show points.
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Shall make all votes, minutes, and points accessible to all members in good standing.
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If the seat of Secretary is vacated, the President shall nominate a Secretary upon confirmation by a majority vote of the Executive Board.
Section 5. Treasurer
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Shall have one vote on the Executive Board.
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Shall administer all of the Club’s finances.
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Shall insure that all the club’s finances and financial accounts are organized, balanced and secure.
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Shall receive and deposit all of the Club’s monies.
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Shall make payments on club’s debts.
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Shall insure that the club’s taxes and tax status is current.
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Shall provide a financial report at every Executive Board Meeting.
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Shall record a quarterly financial report.
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Shall record an annual financial report.
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Shall make all financial reports available to all members in good standing.
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If the seat of Treasurer is vacated, the President shall nominate a Treasurer upon confirmation by a majority vote of the Executive Board.
Section 6. District Directors
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Shall have one vote on the Executive Board Each.
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Shall live within the district that they are elected to.
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Shall represent and promote The Marans Club in their District.
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Shall schedule all District, State, and Special Meets and Egg Shows in their districts with the Vice President.
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Shall help organize all Meets and Egg Shows in their districts.
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Shall assure that all show reports are submitted within two (2) weeks of the show.
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Shall assist the Vice President in recording points for their districts.
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Shall promote the improvement of Marans in their district.
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Shall appoint and oversee State Representatives in their districts as needed with the approval of the Executive Board.
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Shall represent the members of their respective districts at all meetings of the Executive Board.
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If any seat of the District Directors is vacated, the President shall nominate a District Director upon confirmation by a majority vote of the Executive Board.
ARTICLE II - APPOINTED POSITIONS
Section 1. Appointed Positions
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Positions may be appointed by a majority vote of the Executive Board to perform jobs necessary for the operation of the club.
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Appointed Positions shall be members of this club.
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Appointed Positions are not members of the Executive Board.
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Appointed Positions are temporary.
Section 2. Junior Director
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The Junior Director shall organize and oversee a fun, safe junior program approved by the Executive Board.
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A Junior Director shall be appointed by majority vote of the Executive Board.
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Potential appointees for Junior Director shall submit to and pass a background check.
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The Junior Director shall educate youth about Marans
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The Junior Director shall be the Junior Members representative to the Executive Board.
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The Junior Director shall not be a member of the Executive Board.
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The Junior Director shall work with the District Directors to organizing the junior program in each District.
Section 3. State and Provincial Representatives
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State and Provincial Representatives may be appointed as needed by the District Directors of each district with final approval of the Executive Board.
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State and Provincial Representatives shall not be a member of the Executive Board, or vote thereupon
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State and Provincial Representatives shall be under the supervision of the District Director of the district that they live.
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State and Provincial Representatives shall live within the state that they represent.
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Shall assist the District Directors in promoting The Marans Club and Marans across the State or Province they represent.
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State and Provincial Representatives shall not be members of the Executive Board.
Section 4. Election Commissioner
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The Election Commissioner shall be appointed by a majority vote of the Executive Board by the first week of May of every election year.
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The Election Commissioner shall show no partiality.
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The Election Commissioner shall be known to be honest.
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The Election Commissioner shall oversee and certify all official elections of this club.
Section 4. Appointees Code of Conduct
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Appointees of this club shall conduct themselves in public and on social media in a manner that reflects positively on the club.
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Appointees of this club shall not use social media to threaten or harass anyone.
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Appointees of this club shall not participate in criminal activity.
ARTICLE II - ELECTION OF OFFICERS
Section 1. The Election Commissioner, shall hold the election of officers of the club as designed in the Constitution in the following manner:
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Nominations shall be made by digital link, or by contacting the Election Commissioner.
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Nominations shall be made by any Standard Member in July of even numbered years.
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Nominees shall accept a nomination by August 31 of the election year.
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Any Standard Member who has been a member for a minimum of two (2) years in this club, is of good moral character, has not been convicted of a felony, and lives in the district where he or she wishes to be a candidate, may under his or her own signature, request the Election Commissioner by August 1st, to place his or her name on the ballot for the coming election.
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No member shall run for more than one office.
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All Standard Members, eighteen (18) years of age or older, and current in their membership are eligible to vote.
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Elections shall be held on the first full week of November in even numbered years.
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The election ballot shall be by digital link. The Election Commissioner shall be in charge of the digital link.
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A member may request a mail-in ballot a month before the election. All mail-in ballots must be postmarked two weeks before the election to be counted. Any Standard Members requesting mail-in ballots will not be given access to the digital link for voting. All mail-in requests will be handled by the Election Commissioner. Any mail-in ballot postmarked after the deadline mentioned above shall not be counted, unless a tie vote occurs.
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No write-in names will be counted.
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The Election Commissioner shall immediately after counting, notify the Executive Board of the results, then the candidates, and then the members of the results within 24 hours of the results being known.
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All officially elected officers shall take office on January 1st following the election.
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In case of a tie vote, a new election will be held after verification of the tie within thirty (30) days.
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In case of a contested election, the current Executive Board shall select a special committee of nine (9) non-Executive Board, Standard Members of the club for final decision. A 2/3 vote shall be necessary for a final decision.
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During a new election period and in the event an entirely new board being elected, the previous term President shall remain as an advisor to the newly elected board for a period of six (6) months.
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The Secretary shall make a permanent record of the election and its results.
Section 2. Transition of Power
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The Transition of power of any newly elected officers shall take place after the election until January 15 of the new term.
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Immediately after the election, until January 1, all newly elected officers shall be added to all official Executive Board communications as observers.
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All newly elected officers shall take control of their seat on the Executive Board on January 1 of the new term.
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A newly elected President, and Vice President shall take control for safe keeping all accounts and assets of the club by January 15 of the new term.
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A newly elected Treasurer shall be added to all treasury accounts and the outgoing Treasurer removed by January 15 of the new term.
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A newly elected Secretary shall be added to all Secretarial accounts and the outgoing Secretary removed by January 15 of the new term.
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All outgoing officers shall be removed from all accounts, official group communications, and turn over all club assets by January 15 of the new term.
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All club account passwords shall be changed by the President before January 15 of odd numbered years, and distributed to the appropriate elected officers of the current term.
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Only currently elected officers shall have control of, all club assets and accounts by January 15 of odd numbered years.
ARTICLE III - POWER TO THE MEMBERS
Section 1. The Standard Members of this club shall have ultimate power and control of this club. Standard Members can exercise their power in the following ways.
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Standard Members shall override any vote of the Executive Board with a majority vote of at least two thirds (⅔) of the total Standard Members.
ARTICLE V - LIABILITY
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No officer, individual member, or committee shall render this club liable for any amount exceeding the appropriation approved in the annual budget.
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In the event a member is suspended or expelled from the club, the club and its members will not be held liable for any damages caused from the event.
ARTICLE VI - ANNUAL MEETING AGENDA
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The President, Vice-president, and Secretary shall prepare a complete agenda well in advance of all meetings. When approved by the Executive Board, this program shall serve as the order of business, with copies available on the internet for the club to review.
ARTICLE VII - BUSINESS ORDER OF RULES OF THE EXECUTIVE BOARD
Section 1. Meetings Procedure
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Robert’s Rules of Order shall be the governing guide of this club, subject to the requirements of the Constitution and Bylaws and to any official rules that may be adopted by this club.
Section 2. Two Thirds (⅔) Vote.
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A (2/3) two-thirds majority vote shall be required in these instances:
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To ratify an amendment of the Constitution or Bylaws by an Executive Board vote, then a majority vote of Standard Members shall be required for final passage.
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To suspend or remove a member by Executive Board vote.
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To suspend or remove an officer by Executive Board vote.
Section 3. Executive Session
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The President shall call for Executive Session anytime privacy and confidentiality is required.
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Executive Session shall include the members of the Executive Board.
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Executive session shall be used to protect The Marans Club when warranted.
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Executive Session shall be kept confidential to protect any person’s privacy that is warranted.
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Executive Session shall remain confidential.
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Any Officer breaking the confidentiality of Executive Session shall be subject to suspension or removal.
ARTICLE VIII – AMENDMENTS
Section 1. Amendment Procedure
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Proposed amendments shall be presented to the President by any Standard Member.
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The Executive Board shall discuss and vote the proposed amendment.
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If the amendment passes with a (2/3) two-thirds majority of the Executive Board, it shall be presented to the Standard Members to be voted upon.
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The amendment shall be ratified with a majority vote of Standard Members who vote on the proposed amendment.
ARTICLE IX – DISBANDING
If this club disbands, all monies and assets shall be turned over to the American Poultry Association.
ARTICLE X – PROCEDURE FOR THE INAUGURAL YEAR OF 2018 (TEMPORARY)
Section 1. Temporary Founding Committee
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The Founding Committee shall act as the Executive Board until the club’s inaugural election is held and the first elected officers take office on January 1, 2019.
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The temporary Executive Board shall be made up of the nine (9) people that served on the founding committee in addition to a District Director for each district.
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The temporary District Directors shall be appointed by the nine (9) members of the Founding Committee and shall shall become members of the Executive Board and serve until the first elected officers are in position.
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A temporary President, Vice President, Secretary, and Treasury shall be selected from the Founding Committee members by a majority vote of the Committee.
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Any vacancies on the Committee shall be filled by a majority vote of the Committee.
Section 2. Section 2. Qualification of Officers for the Inaugural Election
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Standard Members that joins The Marans Club within the first sixty (60) days of membership enrollment and have at least two years of Marans breeding experience shall be eligible to run for officers of the inaugural Executive Board.
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Officers shall have at least two years of Marans breeding experience.
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No member convicted of a felony shall be an officer of this club.
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Officers of this club shall not participate in criminal activity.
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Officers of this club shall be members of the American Poultry Association.
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Officers of this club shall uphold the constitution and bylaws of this club.
Section 3. Amendments of the Constitution and Bylaws during the year of 2018
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Any amendments or changes to the constitution and Bylaws shall be made by a simple two thirds (⅔) vote of the Founding Committee during the year of 2018.
Section 4. Members of the Founding Committee
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The Founding Committee is temporary, and the members who serve on it are voluntary and have no ownership of The Marans Club.
Section 5. Article X Is a Temporary Article.
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Article X of these bylaws shall be removed on January 1, 2019.