Migrated from the association's existing Constitution & By-Laws. The registered legal name in these governing documents is the South Eastern Gamebird Breeders & Hunting Preserve Association (SEGB&HPA), a South Carolina non-profit; the association operates publicly as the South Eastern Gamebird Breeders & Hunting Preserve Association.
Preamble
The organization is established as a Non-Profit Organization with the following purposes:
- Promote educational work and develop interest in gamebird breeding and hunting preserve industries
- Afford cooperation with Federal, State, and local governments on matters of general concern
- Promote public appreciation and understanding of game breeding, conservation, and hunting preserves
- Function as an official representative body for gamebird breeders and hunting preserve operators
- Encourage area meetings for information exchange and unified action
Article I — Name, Location, Fiscal Year
Section 1 — Name: The organization shall be known as the "South Eastern Gamebird Breeders and Hunting Preserve Association" (hereinafter "SEGB&HPA").
Section 2 — Location of Principal Office: The principal office shall be located in the resident city of the Treasurer or Secretary. Additional offices may be established as determined by the Board of Directors. The organization is registered as a non-profit entity in South Carolina.
Section 3 — Fiscal Year: The fiscal year runs from April 1 through March 31 annually.
Article II — Membership & Dues
Section 1 — Membership Classes: Membership consists of two categories: Active Members and Honorary Members.
Section 2 — Qualification for Membership: Eligible applicants include persons, partnerships, firms, associations, or corporations engaged in the hunting preserve industry; the production, processing, or distribution of gamebird eggs and/or gamebirds; or providing valuable services to gamebird breeding, hunting preserve, or allied industries.
Active Members: Open to gamebird breeders, hunting preserve operators, or those dealing with such operators. Active members who apply, are accepted, and pay annual dues receive full voting rights and eligibility for office.
Honorary Members: Granted in recognition of special service to the organization or industries by vote at annual meetings or by Board election. Honorary members have full voting rights and office eligibility.
Section 3 — Dues: Annual dues for active members are established by the Board of Directors or the members. Members in arrears are not considered in good standing.
Section 4 — Application: Membership applications must be submitted in writing to the secretary or treasurer, specifying whether the applicant is an individual, partnership, firm, association, or corporation.
Section 5 — Rights and Privileges: Each active and honorary member in good standing receives one vote on all member questions and director elections. Partnerships, firms, associations, or corporations may designate one officer or employee as their representative.
Section 6 — Termination: Membership terminates by written resignation to the secretary or treasurer. Members may be suspended or expelled for cause by two-thirds affirmative Board vote at a duly convened meeting, with not less than 30 days' written notice stating the reasons and providing the member an opportunity to be heard.
Article III — Meetings of Members
Section 1 — Annual Meeting: Held at the time and place of the annual convention. Notice must be mailed to each member at least 15 days in advance, stating time, place, and agenda.
Section 2 — Special Meetings: Called by the president when directed by the Board or by 15 or more active members, with 30 days' written notice stating time, place, and purpose.
Article IV — Board of Directors
Section 1 — Number: The Board consists of nine directors elected by the membership.
Section 2 — Nomination: The president appoints a Nominating Committee of three to five Board members who elect a slate of nominees and provide the list at the annual meeting. Nominees must be members in good standing.
Section 3 — Elections: In the first year, nine directors are elected — the three receiving the highest votes serve three-year terms, the next three serve two-year terms, and the lowest three serve one-year terms. Thereafter, three directors are elected annually for three-year terms.
Section 4 — Term: Each director serves three years or until a successor is elected and qualified.
Section 5 — Vacancies: Filled for the unexpired term by majority vote of directors.
Section 6 — Duties: The Board manages the organization's affairs, funds, and property; elects officers; and determines annual membership dues (members may override the dues determination at the annual meeting).
Article V — Meetings of Directors
The annual Board meeting occurs at the annual convention, with notice at least 15 days prior. Special meetings are called by the president with 30 days' notice. Attendance waives notice. A majority of directors constitutes a quorum.
Article VI — Executive Committee
At the president's request, the Board may elect five members to serve as the Executive Committee, with the immediate past president as ex-officio advisory member. With Board approval, the committee conducts organization affairs and serves as the Budget Committee. Three members constitute a quorum.
Article VII — Other Committees
With Board approval, the President appoints special committees as deemed advisable to conduct organization business.
Article VIII — Officers
Officers must be members in good standing and include president, vice-president, secretary, and treasurer, elected by the Board at its annual meeting. Officers serve two-year terms. Vacancies are filled by the president with Board approval. Any officer may be removed by the Board when deemed in the organization's best interest.
President: Presides at all meetings; jointly with the treasurer signs all contracts and documents; serves as ex-officio Board member for one year following tenure.
Vice-President: Presides in the president's absence and succeeds the president if incapacitated.
Secretary and Treasurer: Maintain records and minutes, voting-membership and financial books; receive and deposit monies; report annual receipts and expenditures at the membership meeting. At Board request, the treasurer must provide a surety bond, paid for by the organization.
Article IX — Depository and Bank Accounts
Organization monies and securities are deposited in and withdrawn from institutions designated and authorized by the Board of Directors.
Article X — Dissolution or Liquidation
The organization is not profit-oriented. Upon dissolution, all liabilities are paid or provided for; assets held under return conditions are transferred accordingly; and remaining assets transfer to organizations operated exclusively for scientific or educational purposes per a Board-adopted plan.
Article XI — Amendments
The By-Laws may be amended by majority Board vote with at least 30 days' written notice to directors, effective only after approval by majority member vote at an annual meeting. Members may also propose amendments when endorsed by five members and approved by the Board, to be voted on at the following annual meeting.
Article XII — Rules of Order
Robert's Rules of Order shall govern as to all matters not expressly covered by these By-Laws.