Pennsylvania Beagle Gundog Association, Inc.

 By-Laws and Constitution

 

 

Table of Contents

 

 

 

Administration                                                                        p. 6

Amendments                                                                           p. 8

Disbursement of Funds                                                          p. 6

Discipline                                                                                p. 3

Eligibility for Membership                                                     p. 2

Hall of Fame (procedures)                                                     p. 6-7

Hall of Fame (criteria)                                                           p. 9-10

Meetings                                                                                 p. 4

Objective                                                                                p. 2

Officers and Duties of Officers                                              p. 4-6

Order of Business                                                                            p. 8

Quorum                                                                                  p. 8

Representation and Voting                                                     p. 4

Requirements of Member Clubs                                            p. 6

Termination of Membership                                                   p. 3

Yearly Dues and Fines                                                            p. 6

 

Original draft July 23, 1985

Updates:  January 1996, January 1997, and January 2000. 

Revised: January 2004, March 30, 2005

 

PENNSYLVANIA BEAGLE GUNDOG ASSOCIATION, INC.

 

CONSTITUTION AND BY-LAWS

 

ARTICLE #1:  This Organization shall be known as the  Pennsylvania Beagle Gundog Association, Inc.

 

ARTICLE #2:  Objectives of the Organization.

 

                Section One:

The objectives of this Organization, which will hereafter  be referred to as the Association, shall be to enlist existing beagle clubs in the State of Pennsylvania who express interest in Small Pack Option field trials so that all member clubs may share in the benefits which may arise as a result of their support.  To promote and develop the sport of Beagle Field Trials as they are written in the Running Rules and General Procedures adopted by the American Kennel Club.  Special rules and procedures adopted by this Association will not be in conflict with the AKC’s Beagle Field Trial Rules.  To assist new groups in becoming members of the Association, and to promote various programs accepted by the Association, which are designed to offer local and statewide competition.

 

                Section Two:

To credit outstanding or acceptable performances of AKC registered, or eligible for registration, beagles under conditions as determined by the selected Judges on the day of the competition.  Such credit at PBGA qualifier trials and championship trials to be in the form of trophies, ribbons, and/or any other awards (except monetary) deemed appropriate by the Officers of the Pennsylvania Beagle Gundog Association, Inc.  Monetary awards may be given as prizes to hounds placing in club trials not serving as PBGA qualifying trials.

 

ARTICLE #3:  Eligibility for Membership.

 

                Section One:

                Membership in the Association will be limited to beagle clubs in the State of Pennsylvania who        have complied with the minimum standards of acceptance as outlined in this Constitution, and   clubs who have demonstrated a sincere desire to  become a member as in indicated by their past               history as it pertains to the sponsoring of Small Pack Option field trials and the sportsmanship                 displayed during these events.

 

                Section Two:

                The applicant club shall file with the Association East Region Vice President an application               seeking membership and listing the following information:

                                A.            The name and headquarters of the club with exact location.

                                B.            The objectives of the club, and the date of founding.

                                C.            The names, addresses, and phone numbers of their officers.

                                D.            A complete record of all field trials and conformation shows sponsored by them                                                   during the year prior to application.

                                E.             New club membership must attend one meeting and have a member attend at                                                         least three qualifying P. B. G. A. Trials during that year.  If not attended, club                                                  could be disqualified.

 

                Section Three:

                Upon receiving the information listed in Section Two from the applicant club, the Association          East Region Vice President will advise the applicant club that they will begin a probationary      period to last no longer than twelve months.  During this probationary period, the applicant will     sponsor a Small Pack Option trial with Conformation Show (additional trials may be required if          necessary), so that a commissioned delegate for the Association can attend, observe, and assist the    applicant club in obtaining the standards required for membership.  The delegate assigned to     observe the probationary club’s Small Pack Option trial would file a complete report of the trial                 with the Association East Region Vice President.

 

                Section Four:

The Association’s East Region Vice President will receive a report of the applicant club’s Small Pack Option trial from the observing delegate within the probationary period.  This report will then be forwarded to the East Region Vice President, who if satisfied with the report will submit it before member clubs for a vote.  If dissatisfied, there will be no vote.

 

                Section Five:

                Former clubs that wish to rejoin the P. B. G. A., Inc. must submit an explanation for dropping out      of the Association.  They can be voted back into membership without having to hold an          observation trial, although the club would still be under a probation period such as a new club.

 

ARTICLE #4:  Termination of Membership.

 

                Membership may be terminated by:

                                A.            Resignation. Any member club in good standing may resign from the                                                                      Association upon written notice to the Association Secretary.

                                B.            Lapsing.  A membership is lapsed and automatically terminated if such member                                                     club’s dues remain unpaid 90 days after January  2nd of each year.

C.            Expulsion. A membership may be terminated by expulsion as provided in Article #5 of these By-Laws.

 

ARTICLE #5:  Discipline:

 

                Section One:  Suspension.

Any club will be suspended from the Association is they are found in violation of these Articles of this Constitution and By-Laws, or other regulations of the Association.  Two member clubs will be required to file a written complaint to the President of any charges against a member club accused of violating these rules.  The accused member club will be suspended from the Association if a majority vote of all delegates entitled to vote finds the accused club guilty as charged.  The vote will be taken at the Annual Business Meeting, or at a meeting called by the President.  Thirty - (30) days notice of the charges must be given to the accused club, and during the thirty (30) day interim     period the accused  club may submit an appeal to the charges.  If, at the end of the suspension period, the member club is still in violation, their membership will be terminated.

 

                Section Two:

                The obligation to prescribe penalties or suspend shall rest with the voting delegates.

 

                Section Three:  Filing Complaints.

                Two or more member clubs may file or otherwise register a complaint against another member            club for alleged misconduct prejudicial to the best interests of the Association.  Written charges        with specifications must be filed in duplicate with the President of the Association along with a             deposit of $10.00 for each member club filing the complaint, which shall be forfeited if such                 charges are not sustained by the voting delegates following a hearing.  The Association President                 

                shall promptly send one copy of the charges to the defendant club by registered mail, together         with a notice of the hearing, and an assurance that the accused club may appear in their own      defense, and bring witnesses if they wish.

 

                Section Four: Complaints against individuals.

After a club has conducted a proper hearing in accordance with AKC procedures, any member club may file a complaint against an individual for misconduct displayed at any field trial or meeting.  A deposit of $10.00 will be required.  A full report of the charges and hearing will be filed with the Association President in duplicate.  The President then shall promptly get in touch, by either phone, special meeting called or email, the Board of Directors.  This shall be done within one week after filing.  The Board shall decide if this complaint warrants any further action, such as going before the delegates.  The Board shall be able to place on probation and/or give warnings to the individual until a complete investigation is done The Board shall make sure all facts are in order.  If the Board decides that the matter should be brought up before the delegates, the President shall promptly send one copy to the accused individual by registered mail together with a notice of a hearing before the delegates who will determine the disposition of the charges.  The individual may appear in their own defense with witnesses.  Thirty (30) days notice of the charges must be given to the accused.  A special meeting of the delegates may be called if a regular meeting is not scheduled within the required thirty (30) days.

 

ARTICLE #6:  Documents.

 

                All documents presented  to the Association, such as applications, resignations, complaints,            credentials, reports, requests, etc., shall be signed by the President, Secretary, and Official      Delegate of the Club.

 

ARTICLE #7:  Representation and Voting.

 

                Section One:  Official Delegate.

                Each member club is entitled to one Official Delegate to represent his club for voting purposes.        No one delegate can represent more than one group.

 

                Section Two:  Official Observers.

                Each member club shall be entitled to two (2) Official Observers who may attend all meetings of        the Association.  They may advise and confer with the Official Delegate for their club and take           part in his decision, but shall have no vote except as provided in Section #3 of this Article.

 

                Section Three:  Voting of Official Observer.

                Each member club may designate their Official Observers as first voting choice and second voting   choice.  In the absence of the Official Delegate at any Association meeting, the Official Observer          may cast the vote for the club.

 

                Section Four:  Proxy Voting.

In the event that neither Official Delegate nor Official Observer can attend an Association meeting, the absentee club may submit their vote on matters which they have been advised on via the Board of Directors by proxy to the Association President by mail before the meeting.  The vote is to be sent in a sealed envelope marked “MEETING” and opened at the meeting by the President.

 

ARTICLE #8:  Meetings.

               

                There shall be three (3) Association meetings held during the year.  One shall be in January, to         coincide with the yearly Banquet; one will be held in June at the Derby Championship trial and the              other shall be held at the All-Age Championship trial, all business meetings are held on a Saturday      evening.  At no time shall there be any alcoholic beverages consumed during the meeting.

 

ARTICLE #9:  Association Officers.

 

                Section One:

                Association Officers shall be the President, Vice President, Recording Secretary, and Treasurer.

                                A.            The President shall be elected annually.

                                B.            The East Region Vice President shall be elected on even numbered years and                                                        serve a two-year term of office.

                                                The West Region Vice President shall be elected on odd numbered years and                                                       serve a two-year term of office.

                                C.            The Secretary and the Treasurer shall be elected on odd numbered years and                                                        serve a two-year term of office.

                                D.            All Officers terms to start on January first and ends on December 31.

                                E.             Any Officer may succeed himself.

 

                Section Two:  Duties of the President.

                He shall be Chief Executive of the Association and preside at all meetings. He shall be ex-officio       member of all committees.  He shall cast one vote in the event of a tie vote of all voting delegates.         He shall poll the delegates at all meetings or by mail.  He shall maintain a list of all club officers,      board members, and delegates’ names and addresses.

 

                Section Three:

                 A:  Duties of the East Region Vice President.

                He/she shall assume all duties and powers of the President whenever the President is                                         unable to attend.                  He/she shall handle and correspond with new clubs until their                                                  probationary period is complete.  He/she will receive applications, meeting reports, and                                               field trial reports from which the High Point Award for the most consistent hound is                                             determined, and it will be his duty to administer the High Point award point system as it is                 described in the Running Rules.  He/she shall be Field Trial Secretary at all championship                  events. He/she will obtain the judges for the Championship events.

 

                B:  Duties of the West Region Vice President.

                He/she shall serve as the field trial chairperson at the Championship events.   Will handle all the

                Association’s field trial schedules and keeps track of them.  Will post as soon as possible on the

website any and all changes and let all delegates and officers know of any and all changes in the schedule.  Will help East Region Vice President where needed.

 

                Section Four:  Duties of the Secretary.

He/she shall keep all records of the Minutes of the Meeting of the Association.  He/she shall, within thirty (30) days of the meeting, send a copy of the minutes to each delegate of the member clubs and to each member of the Board of Directors.  He/she shall then make sure that a copy of the minutes is sent to the webmaster to be placed on the website.  He/she will take the minutes and make sure to keep all handwritten, taped and typewritten copies of the minutes.  He/she shall keep all past records that the other officers no longer wish to keep.  Must be sure to keep the Constitution/By-Laws and Running Rules up to date, making sure all delegates get amendments sent to them.  Shall be on the committee anytime one is set up to go over the Constitution/By-Laws and Running Rules.    

 

                Section Five:  Duties of the Treasurer.

                He/she shall conduct and handle all general correspondence.  He/she will receive and be    responsible for all funds of the Association in a bank or trust company.  He/she shall present a                complete report at each meeting.

 

                Section Six:  Vacated Office.

                Any vacated office during the year shall be filled by the appointment of the President.  Any              appointment to the Board of Directors must be confirmed by the majority vote of the Board.

 

                Section Seven:  Director of Communications and Public Relations.

                This position will be for two years, nomination and voting for this position will be on even                numbered year.  This position is self-explanatory.  This person will have full voting rights and will             attend all Board of Directors meetings and the meetings of the Association’s delegates.  This          person is in charge of all communications between the clubs and will be in charge of the directory    and in touch with all officers, delegates and the webmaster.

 

                Section Eight:  Directors.

There are to be four directors.  Two from the East region and two from the West region.  There will be one East and one West region director that will hold two (2) year terms, voting will be on odd numbered years.  There will be one East and one West region directors that will hold a one year term with voting being held at the same time as the Officers.  These people must attend all Board of Directors meeting and the meetings of the Association’s delegates and will hold all voting rights.

 

                Section Nine:  NEBGF Delegates.

                Each member club of the PBGA has the right to send an elected delegate or their delegate for the      PBGA, to the meetings of the Northeast Beagle Gundog Federation (NEBGF).  The delegates will          only have voting rights at the NEBGF meetings if they are the delegate from their club.

 

ARTICLE #10:  Yearly Dues and Fines.

 

                Section One: Annual Dues.

                Annual dues for each member club in the Association are $25.00, payable at the All-Age    Championship trial in the fall for the following year, but no later than the January meeting of the       next year.

               

                Section Two:  Fine for late filing.

                The fine for late filing of membership dues is $15.00 after January 31st of each year, payable to the     PBGA, Inc. and sent to the Treasurer.

 

ARTICLE #11:  Disbursement.

               

                Section One:  Bills.

                All bills shall be paid by the Treasurer on order of the Board of Directors or by the order of the         President.

 

                Section Two:  Dissolution.

The Association may be dissolved at any time by the written consent of not less than two-thirds (2/3) of the membership.  In the event of dissolution, whether voluntary or involuntary, none of the property of the Association shall be distributed to any member club. After payment of debts all Association property and assets shall be given to a charitable organization selected by the Board of Directors.

 

ARTICLE #12:  Administration.

 

                Section One:  Executive Committee.

                There shall be an executive committee, which shall consist of the Officers of the Association:            President, East Region Vice President, West Region Vice President, Secretary, Treasurer and              Director of Communications and Public Relations.

 

                Section Two:  Committee Appointment.

                All committees shall be appointed by the President.    

 

ARTICLE #13:  Requirements of Member Clubs.

 

                Section One:  Membership requirements.

                Each club, in order to retain its membership in the Association, is required to sponsor one, but not more than two Association Qualifying trials per calendar year.  It will be mandatory for club                delegates to attend two of the three Association meetings in the time period from the October             meeting of one calendar year to the summer meeting of the following year.  Any club in violation      will be penalized by not being allowed to hold PBGA qualifying trials the following year.           A second suspension will lead to expulsion of the club from the Association.

 

                Section Two:  Filing requirements.

                Each club shall file, along with their membership dues, the names, addresses and phone numbers     of their Board of Directors, Officers, Official Delegate and Official Observer to the Treasurer.

 

ARTICLE #14:  Procedures for Hall of Fame.

                Section One:  Purpose.

                The purpose of this section is to describe procedures for selecting persons and hounds worthy of subscription to the Pennsylvania Beagle Gundog Association, Inc. Hall of Fame.  Emphasis should    be on PBGA participation, contribution to the betterment of the breed, and accomplishment in     field trialing.  A hound must have a minimum of 100 points as per the attached criteria (Appendix      I) and a person must have a minimum of 150 points as per the attached criteria (Appendix II) in             order to be eligible for nomination into the Hall of Fame.

               

                A.            Nominations

                                1.  At the spring meeting of the PBGA, each year, nomination for enrollment in the Hall                                       of Fame may be made for any individual or hound by any member of a PBGA-affiliated                                               club. Nominations should typed or handwritten and should include the nominee’s name,                                  as well as a discussion of merits that warrant consideration for enrollment.

                                2.  All nominations will be submitted to the President of the PBGA.

                                3.  The nomination forms selected by the Hall of Fame committee (no more than four                                            beaglers and no more than four hounds), will be copied and sent to the delegates along                                             with the minutes from the spring meeting, or under separate cover.  Also a short note                                    concerning Hall of Fame nominees will be submitted to recognized publications.

                                4.  In general nominees for Hall of Fame consideration may be considered from                                                      contribution to the association for real work, judging, breeding, competing, and support                                            for the improvement of PBGA events or goals.  Hounds nominated for Hall of Fame                                    recognition should have contributed to the betterment of the breed either through                                  competition, production of successful offspring, or other outstanding achievement.  The                                   Hall of Fame selection committee shall consider the merit of each nominee in light of                                    contributions of previously inducted beaglers and hounds as well as contributors to the                                      sport of beagling and the betterment of the hunting hounds in general.  Specifically, Hall                                   of Fame recognition is to be bestowed upon Pennsylvania Beaglers (in most instances)                                      where through leadership, participation, and sportsmanship a beagler or hound has                                             exhibited in the PBGA.

                                5.  Often sufficient nominations will not be received by the nominating committee, or                                           sufficient nomination for deserving candidates.  The Hall of Fame Committee is not                                               required to recommend any nominations to the PBGA membership in any given year, if                                               deserving nominations are not received.  Consequently, in some years it may be expected                                     that no beagler or hound will be inducted into the Hall of Fame.  In other years, no more                                     than two beaglers and two hounds may be enrolled, unless granted special exception by                                    2/3 majority vote of the delegates.

 

                B.            Hall of Fame Committee

                                1.  The President will select four delegates to act as a Hall of Fame Review Committee.                                         The four delegates will include two delegates from Eastern clubs and two delegates from                                    Western clubs.  An effort will be made to select a delegate from each quadrant of the                                    state.  The Review Committee, chaired by the President, will select from all nominations                                          received at the spring meeting, no more than four persons; and no more than four hounds                                                 for consideration for enrollment in the Hall of Fame.

                                2.  The Hall of Fame Committee will tally the votes received from delegates, with                                   consideration to ensuring that all votes were cast by eligible voters.  The two beaglers and                              hounds that receive the most votes will be enrolled as Hall of Fame members, except as                                   follows:  No nominated beagler or hound will be enrolled in the Hall of Fame that                                         received less than 50 votes.

 

                C.            Voting

                                1.  Voting for Hall of Fame recognition will be by any beagler that is a member of an                                             affiliated club.  Delegates will collect votes and certify that they were cast by eligible                                      members of affiliated clubs.  Acceptable ballot slips will consist of a slip of paper or                                               provided ballot slip with the following information written by the voter:  Name of voter,                                      voter’s club, and the name of no more than two beaglers and two hounds currently                                             nominated for consideration.  PBGA delegates will collect votes from their respective                                          club and present them to be tallied at the All-Age Championship trial.

                                2.  Results of the Hall of Fame voting will be tallied and recorded following the October                                       meeting.  Results will be announced at the annual PBGA banquet in January.

                                3.  The PBGA secretary will keep a roll of all Hall of Fame members. Each Hall of Fame                                          Beagler and the owner of a Hall of Fame hound shall receive a suitable plaque                                                             commemorating Hall of Fame recognition upon induction.

 

 

 

ARTICLE #15: Amendments to the Constitution and By-Laws.

 

                This Constitution and By-Laws can be revoked, altered, or amended by a two-thirds (2/3) majority   vote of all the delegates entitled to vote at the meetings, provided all club Secretaries have been                notified sixty (60) days in advance. 

 

ARTICLE #16:  Quorum.

 

                A quorum of 25 percent of the delegates is required to conduct an official meeting of this   Association.  A quorum of five (5) Board of Directors is required to conduct business.

 

 

ARTICLE #17:  Order of Business.

 

                Section One:  Annual Business Meeting.

                                1.             Roll Call.

                                2.             Minutes of the last meeting.

                                3.             President’s report.

                                4.             Vice President’s reports.

                                5.             Secretary’s report.

                                6.             Treasurer’s report.

                                7.             Committee Reports.

                                8.             Unfinished business.

                                9.             New business.

                                10.           Election of Officers and Judges.

                                11.           Welfare of the Association.

                                12.           Announcements.

                                13.           Adjournment.

 

                Section Two:  Order of Business for Board of Directors Meeting.

                                1.             Roll Call.

                                2.             Minutes of the last meeting.

                                3.             Report of Committees.

                                4.             Unfinished Business.

                                5.             New Business.

                                6.             Adjournment.

Appendix I - Criteria for Hounds

 

NOTE:  A minimum of 100 points is required to be eligible for nomination into the PBGA, Inc. Hall of Fame.  Once a hound has achieved the minimum number of points, and if the committee recommends the hound, the final consideration rests with the PBGA membership, who has the voting power to induct the nominees.  No hound is guaranteed admittance into the Hall of Fame based on the accumulation of 100 points. The emphasis should be on PBGA participation, contribution to the betterment of the breed, and accomplishment in field trialing.  Each criteria listed is cumulative, unless noted as a one-time point only.  Note:  Dates and proper documentation must accompany the nomination form.

 

Won 1st Place in a PBGA State Championship Run Off in Field                                           

15

AKC Field Champion

25

Won 1st Place in an All-Age or Derby Consistency Award

25

Placed in a PBGA All-Age or Derby Qualifier in Field - one time point only

10

Placed in a PBGA State Championship Run off in Field

10

PBGA State Runoff Grand Final Winner

20

Placed in a PBGA Qualifier in Show - one time point only

 5

Won a Consistency Runner Up Award in All Age or Derby

10

Bitches with 3 Field Champion offspring

20

Bitches with 2 Field Champion offspring

15

Males with 10 Field Champion offspring

25

Males with 5 Field Champion offspring

20

Has produced an AKC Field Champion Offspring

10

Has produced a PBGA State Run Off Winner or Grand Final Winner

10

Has produced a PBGA All-Age or Derby Consistency Winner

10

Won a PBGA State Run Off in Show

 5

Placed in a PBGA State Run Off in Show

 2

 

 

If points are tied, the committee may consider additional criteria, such as national or international awards and accomplishments.

 

 

Appendix II - Criteria for People

 

NOTE:  A minimum of 150 points is required to be eligible for nomination into the PBGA, Inc. Hall of Fame.  Once a person has achieved the minimum number of points, and if the committee recommends them, the final consideration rests with the PBGA membership, who has the voting power to induct the nominees.  No person is guaranteed admittance into the Hall of Fame based on the accumulation of 150 points.  The emphasis should be on PBGA participation, contribution to the betterment of the breed, and accomplishments as a field trialer.  Each criteria listed is a one-time point only, unless marked cumulative. Note:  Dates and proper documentation must accompany the nomination form.

                                                                                                                                                               

Member of PBGA Club - (points are awarded for being a member of one club only) - Mandatory Requirement

10

Served as a PBGA Officer (cumulative, cap of 60 points)

20

Served as a PBGA Delegate

10

Served as a Field Judge for 15 or more years

35

Served as a Field Judge for 10 or more years

25

Served as a Field Judge for 5 or more years

20

Served as a Show Judge for 15 or more years

25

Served as a Show Judge for 10 or more years

15

Served as a Show Judge for 5 or more years

10

Served as a club officer

10

Entered a hound that has won the PBGA State Runoff

10

Won a PBGA Consistency Award

15

Served on a PBGA Committee

10

Finished 1 AKC Field Champion

15

Finished 2nd or more Field Champions (cumulative, 10 pts each, no limit)

10

Judged for a PBGA Club in Field

 5

Judged for a PBGA Club in Show

 5

Bred 10 or more AKC Field Champions

30

Bred 5 or more AKC Field Champions

20

Bred an AKC Field or Show Champion

 5

Finished 5 or more AKC Show Champions

25

Finished an AKC Show Champion

 5

Bred 10 or more AKC Show Champions

25

Bred 5 or more AKC Show Champions

20

Served the PBGA as a delegate to the NEBGF

 5

Served the PBGA as a BAC delegate

20

 

NOTE:  When criteria stipulates bred or finished 5 or more champions (or 10 or more champions) it refers to 5 or 10 different field or show champions which you own.  If points are tied, the following additional criteria should be considered: national or international award and accomplishments.