Constitution / By-laws
Constitution
SECTION I. The name of this organization shall be the North Dakota Hunter Educator's Association.
SECTION II. This Association shall be incorporated as a non- (not for) profit corporation under the laws of the State of North Dakota.
SECTION III. The purpose of the Association shall be: to promote the Hunter Education program of the North Dakota Game and Fish Department (as mandated by ND Century Code Article 20:1-03-01.1) to maintain a high quality instructor program with a standard of proud conduct - and to develop programs to improve acceptance of hunting responsibilities.
SECTION I. Voting membership in the Association shall consist of certified Hunter Education instructors who have been so qualified by operating procedures prescribed by the Game and Fish Department. There shall be no distinction made between classes of instructors for voting purposes.
SECTION II. Associate Memberships may be granted to the people desirous of participating in the purposes of the Association but are not certified instructors.
SECTION III. Life Membership: A voting life membership will consist of any and all certified Hunter Education Instructors who have been so qualified by operating procedures prescribed by the ND Game and Fish Department. The life member will be granted all rights as long as their certification is kept current.
SECTION I. An annual Meeting of the Association shall be held during the first quarter of each year at which time the directors of the Association shall be elected. Any other business and committee reports shall be transacted at such meeting.
SECTION II. Special meetings of the membership may be held in accordance with the By-laws.
SECTION III. A quorum for a meeting, regular or special, shall be the number of voting members present at the scheduled time for such meeting when declared open by the presiding officer.
SECTION IV. Meetings shall be conducted in accordance with Robert.s Rules of Order.
SECTION I. The officers of the Association shall be President, Vice-President, Secretary, Treasurer, and Immediate Past President - with duties as prescribed by the By-laws of this Association. At no time may two members of the same family serve on the board of directors of this Association.
SECTION II. Directors who are elected by current members of each of the twelve Association districts shall comprise a second echelon of the Association.s board of directors and shall have full participatory rights in all actions of the board of directors as specified in the By-laws of the Association.
SECTION I. The standing committees of the Association shall be: Executive, Membership, Auditing and Finance, Grievance, Communication, Legislative, and Education.
SECTION II. The President shall appoint the Chairperson of each standing committee at the recommendation of the board of directors. The President shall be an ex-officio member of all committees.
SECTION III. The duties of these committees shall be as defined in the By-laws of the Association.
SECTION IV. The President shall appoint any other Ad-Hoc committee and respective chairpersons as deemed necessary by the board of directors of the Association.
SECTION I. Members must be in good standing with the Association to be eligible to vote on any matter before the membership. All dues which may be in force and instructor certification as prescribed by the Hunter Education Program of the Game and Fish Department must be current.
SECTION II. Associate members may attend the meetings of the Association but are not eligible to vote.
By-Laws
Section I. The president shall perform the usual duties of a president office and shall be the chairman of the board of directors. The president shall mail a typewritten agenda to all members of the board of directors at least one week in advance of any meeting of the board.
Section II. The vice president shall perform the duties and exercise the power of the president during the absence or disability of the president. The Vice President shall perform all duties as may be assigned to him by the president.
Section III. Each district director shall be elected from his respective district as designated by the executive board. Each district director shall be the direct representative to the executive committee for his respective district and shall provide the executive board with all required information from said district.
Section IV. The association secretary shall be the custodian of the records and correspondence other than financial of the association. The secretary shall make all necessary governmental reports to include maintenance and currency of the association.s tax exempt status and the secretary is to retain all original documents. These records shall be open to the inspection of any member in good standing upon written request. The secretary shall attend all regular and special meetings of the association, executive, and the board of directors. Typewritten copies of the most previous meeting minutes of the executive committee and board of directors must be mailed to all members of either committee at least one week in advance of any meeting of such committee. The secretary shall perform such other duties as may be delegated to him/her by the board of directors. The secretary shall call for reports from all members of the board of directors during each annual meeting of the membership and shall file copies of all reports in the records of the association.
Section V. The treasurer shall have custody of all association funds and securities. The treasurer shall keep a current accounting of such funds and shall submit written quarterly reports to the board of directors and to the membership annually as to the financial condition of the association. The treasurer shall make all necessary governmental reports to include maintenance and currency of the association.s tax exempt status with the state, and provide the secretary with an original copy and number as it is issued by the state. The treasurer shall deposit the funds, securities, and other valuable effects in the name of the association in such depositaries as may be designated for the purpose by the board of directors. The treasurer shall disburse the funds of the association as may be ordered by the board, taking proper vouchers for such disbursements, and shall render to the president and the directors at the regular meeting of the board and whenever requested by them, an account of all his transactions as treasurer and of the financial condition of the association.
Section VI. The immediate Past President shall serve on the board of directors as an advisor and shall be assigned to assist with the business of the board and the association at the determination of the President.
Section I. The officers shall be elected annually by the regular members at their annual meeting. If the election of officers is not held at the annual meeting of the members, such election shall be held as soon thereafter as is convenient. The treasurer will be elected for a two year term. The secretary will be elected for a one year term; said person shall automatically advance to vice president for a term of one year. The vice president, upon the expiration of said one year term, shall automatically become the president of the association and shall serve in said capacity as president for one year. At the end of said person.s term as president, said person shall remain on the board of directors for one year following the expiration of his presidency. But, said person shall serve in an advisory capacity for a period of one year, and shall not be entitled to vote as a member of the board of directors during said term.
Section II. The nominating committee, comprised of the executive board (President, Vice President, Secretary, and Treasurer) shall nominate candidates for the office of treasurer and secretary and announce said candidates to the membership at the annual meeting. Candidates may be selected from among any willing candidates for the offices as nominated by the membership from the floor of the annual meeting.
Section III. The directors of each of the designated twelve districts shall be elected by the members in good standing from their respective districts. The members of each district are responsible for choosing a list of candidates for respective Directorships. Open districts should meet at a chosen time during the annual meeting each year to caucus and to elect their director. Directors are to serve two year terms - with odd numbered districts electing directors during odd numbered years and even numbered districts electing directors during even numbered years. Should a district fail to nominate and elect a director during an appointed election year, it shall be the duty of the executive committee and the President to search out a willing candidate and appoint him/her as director. Such appointed director shall serve the full term for his district as may be remaining at the time of appointment.
Section IV. All nominees for board of directors must provide a nomination acceptance by either in person, telecommunication to an executive committee member, or a signed letter.
Section V. The new officers and directors shall take office immediately upon the adjournment of the annual meeting at which elections are held.
Section VI. If and when an officer or director, other than the President of the association, is no longer eligible for membership or otherwise declines to serve; the office held by such officer or director shall be declared vacant by the President and shall have a new officer or director selected by the executive committee
Section I. Any officer elected or appointed may be removed for cause by the board of directors whenever in the judgement of the board of directors the best interests of the association will be served thereby.
Section II. Vacancies in office because of death, resignation, removal, or otherwise may be filled by the board of directors for the unexpired portion of the term.
SECTION I. The Annual Meeting shall be held during the first quarter at a time and place designated by the board of directors.
SECTION II. The type-written notification of the Annual Meeting shall contain an agenda for the meeting.
SECTION III. The membership shall be notified in writing at least 30 days in advance of time and place of the Annual Meeting.
SECTION IV. The board of directors of the Association shall plan an Annual Meeting schedule to be observed quarterly. Quarterly meetings of the board of directors shall be announced to all members in typewritten form by the President at least 30 days in advance of each meeting. No more that two quarterly meetings of the board of directors may be suspended or cancelled during any year. The meeting of the board of directors held during the Annual Meeting each year shall be counted among the two meetings which must be held annually. The President shall notify the members of the board of directors of any meetings which have been cancelled at least 30 days in advance of said meeting date.
SECTION V. The executive committee of the Association may meet at any time to consider Association business at the direction of the President. The secretary of the Association shall provide a typewritten report of all proceedings from any executive board meeting to the membership of the board of directors within ten days of any such meeting.
SECTION I. Standing committees shall be established by the President in accordance with the Constitution of the Association. Each committee shall have a fair representation of Hunter Educators from among the Association. The President shall select committee Chairpersons. Committee Chairpersons shall select the balance of committee members. Each committee shall have a minimum of three members - to include the Chairperson.
SECTION II. The President shall announce his selection of standing committee Chairpersons to the board of directors with in ten days after taking office. Committee Chairpersons shall appoint committee members within twenty days after being appointed. Until the new appointments are announced, standing committee shall remain as appointed by the Immediate Past President.
SECTION III. The President may appoint Ad-Hoc committees as the needs of the Association require them, or as instructed by the board of directors.
SECTION IV. All committee Chairpersons are responsible to the President and the board of directors and shall make reports to be recorded by the Association secretary at all meetings of the board of directors and at executive board meetings whenever their attendance may be required by the President. Each committee Chairperson, including Ad-Hoc committees, shall submit a typewritten report of all committee actions for each operational year to the secretary of the Association at each Annual Meeting of the membership.
SECTION V. The President may disband any committee, except the executive committee for good reason and appoint new Chairpersons. Any disbanding of committees by the President must be reported to the board of directors in writing by the President within ten days of such disbandment. The President shall have ten days to appoint a new Chairperson to any committee vacated by disbandment and shall report such action to the board of directors in writing within ten days of such new appointment.
SECTION VI. The Membership Committee shall be responsible for the verification of the status of membership of all persons holding or wishing to hold membership in this Association.
SECTION VII. The Auditing and Finance Committee shall be responsible to regularly check with the treasurer on the financial condition of the Association and report to the board of directors any irregularities which may be found. They also are to recommend investments for any accrued funds that may be used to earn income for the Association. They shall conduct a full audit of the financial affairs of the Association and present the results of that audit in typewritten form to the membership at each Annual Meeting of the membership. SECTION VIII. A Grievance Committee, formed of members from all areas of the State shall consider any Association related grievances which may be brought to their attention. The committee shall investigate any grievances and submit a typewritten report to the board of directors with discussion and recommendations. All matters to come before this committee are to be kept confidential unless deemed proper for disclosure by the executive committee.
SECTION IX. The Communication Committee shall be responsible for the publication of any matter for the use of the members and Association to further the purposes and aims of the Association and its members. Quarterly publication and distribution of the Association Newsletter shall be the responsibility of the committee.
SECTION X. The Legislative Committee shall monitor all legislative acts and proposals which are deemed to involve any activities which relate to the purpose of this association. This committee shall maintain communications and liaison with Legislators, members, the lobbyists serving for the N. D. Wildlife Federation when this Association is affiliated with the Wildlife Federation, the Administration and Hunter Education Supervisor with the Game and Fish Department and any other entities with whom there is deemed legitimate interest. The committee shall report its findings to the Association board of directors at all scheduled board meetings and to the President as events are deemed to be timely.
SECTION XI. The Education Committee shall select any publications and/or instructional aids for use in instruction of the course for Hunter Education and submit same to the Supervisor of the Hunter Education Program with the Game and Fish Department for consideration. The committee is also charged with the duty of checking on the quality of materials and instruction used and given in the Hunter Education Program and various course taught as they feel it may be needed or when requested by the executive committee. The committee is to report its findings in writing to the executive committee and to the Supervisor of the Hunter Education Program with the Game and Fish Department.
SECTION I. All elections are to be by secret ballot. Action on motions, resolutions, or other Association matters considered throughout the various levels of Association meetings shall be by voice vote unless requested by three voting members when a show of hands shall be used.
SECTION II. Associate members are not eligible to vote.
SECTION III. Proxy voting may be allowed for any Association matters or elections by written consent from said board member.
SECTION I. Any annual membership fees or dues which may be established shall be determined by kind and amount by a majority vote of the Association members at the Annual Meeting.
SECTION II. Annual membership dues for Associate members shall be established by the executive committee.
SECTION III. Lifetime membership fees will be established by the executive committee and ratified by a majority vote at the annual meeting
SECTION I. The By-laws of the Association may be amended by an affirmative vote of the two-thirds majority of the members present at an Annual Meeting of the membership. Copies of any proposed amendments shall be verified and provided to the membership through the Association secretary at least thirty days in advance of such meeting.
SECTION I. This Association may, upon approval by the board of directors, affiliate with state, national and/or international organizations and associations whose aims and purposes are not in conflict with those of this Association. Whenever the board of directors may choose to affiliate with another organization, the Association secretary shall write a report of same to describe the nature of the organization affiliated with and the Association.s purpose in affiliating. The report shall be published in the next following Association Newsletter and shall also be announced and described to the membership during the next following Annual Meeting.
SECTION II. The President of this Association or his/her appointee shall represent the Association in any dealings with affiliate(d) organization.