LEBANON COUNTY DOG PARK ASSOCIATION (LCDPA)
Constitution and By-Laws
ADOPTED: January 27, 2005
BOARD APPROVED: January 27, 2005
CONSTITUTION
Article I: Name
Article II: Objectives
Article I: Membership
Article II: Executive Board and Committees
Article III: Association Year, Voting, Nominations and Elections
Article IV: Meetings and Order of Business
Article V: Discipline
Article VI: Amendments
Article VII: Dissolution
The name of this organization is the Lebanon County Dog Park Association (LCDPA).
The purpose of the LCDPA is
A: To establish and maintain a safe, off-leash environment for dogs and their humans so as to promote socialization and responsible dog ownership in Lebanon County, PA.
B: To be a self-governing body of interested individuals who monitor the dog park and advise patrons of the rules and regulations of the dog park and to set an example of leadership and responsible pet care.
C: To provide a forum for discussing issues, receiving recommendations, making policy and addressing grievances pertaining to the dog park.
D: To set an example of citizen and community self-responsibility, and through this example, help to promote the formation of additional off-leash dog parks within Lebanon County.
It is understood that these LCDPA bylaws recognize and adhere to the democratic principles of justice, equality and fairness for all, and follow the law of the land as stated by Pennsylvania state and local law, and by the Constitution of the United States of America.
It is understood that the LCDPA is a non-partisan, non-sectarian citizens advisory committee specific to its operation and that these by-laws are written as general guidelines.
A: Any interested individual may become a member by signing the Membership Rolls.
B: Active Members must adhere to the LCDPA’s Constitution and By-laws.
C: Membership may be terminated in writing to the LCDPA.
D: Members who are in violation of the LCDPA’s Constitution and By-laws may have their membership revoked through a majority vote of the Executive Board.
A: Organizations and businesses, which indicate their support of the LCDPA in writing, shall be considered sponsoring organization members.
B: Any individual with employment to a sponsoring organization may join the LCDPA as an individual member.
The Executive Board comprises of 7 members, all of whom shall be members in good standing and residents of the United States. The Board shall consists of the President, Vice-President, Treasurer, Secretary, Public Affairs Director, Park Infrastructure Director, and Fund-Raising Director.
A: The President
is the chief executive officer of the LCDPA. The President shall preside over
all meetings of the Board. The President shall have general and active
management of the business of the LCDPA and shall see that the orders and
resolutions of the Board are carried into effect. The President shall oversee
all LCDPA activities. The President shall
be an ex officio member of all standing committees and shall have the general
powers and duties of supervision and management usually vested in the office of
president in addition to those particularly specified in the Bylaws. The
President shall also be one of two signatories needed to endorse disbursements
of the LCDPA. The President shall be responsible for liaising with State and
Local authorities.
B: The Vice-President shall assist the president. The Vice-President shall have the duties and exercise the powers of the President in case of the President's absence or incapacity. The Vice-President shall also be the Membership Registrar and shall maintain and update the LCDPA Membership Roll with names, addresses and contact information. As the Membership Registrar, the Vice-President shall notify new members of their election to membership, and ensure the dissemination of the constitution and by-laws of the LCDPA to these new members.
C: The Secretary
shall keep a record of all meetings of
the LCDPA and of all votes taken by mail and of all matters of LCDPA
correspondence. The Secretary shall have charge of all correspondence and all
inquiries of the LCDPA, and respond quickly, and accurately sort incoming mail
needing to be forwarded to the officers. The Secretary shall notify members of
meetings, notify officers and directors of their election to office, and carry
out such other duties as are prescribed in these By-Laws.
D:
The Treasurer shall handle all Association
financial transactions, including collection of donations, and shall keep a
detailed accounting of receipts and disbursements. The Treasurer shall deposit
LCDPA funds in a bank approved by the Board in the name of LCDPA. The LCDPA
Accounts Books shall be open to the inspection of the Executive Board members at
all times and there will be an annual audit of the books arranged by the
Executive Board. The Treasurer shall make a quarterly report at the Executive
Board Meeting of all financial activity ensuing during the previous three months
and an annual report to members of all money received and expended during the
previous fiscal year. The Treasurer shall be responsible for preparing and
filing financial reports with state and federal revenue offices. The Treasurer
shall also be one of two signatories needed to endorse disbursements of the
LCDPA. The Treasurer and the President shall be bonded in such amount, as the
Executive Board shall determine. In addition to his or her routine bookkeeping
duties, the Treasurer shall have the deeper obligation of keeping the Board of
Directors and members aware of the health of the Association's financial position, projecting expenses and income.
E:
The Public Affairs Director shall head the Public Affairs Committee and shall
attend the Executive Board Meeting as a voting member.
F:
The Site Infrastructure Director shall head the Site Infrastructure Committee
and shall attend the Executive Board Meeting as a voting member.
G:
The Fund-Raising Director shall head the Fund-Raising Committee and shall attend
the Executive Board Meeting as a voting member.
A:
The following shall be standing committees:
·
The Public Affairs
Committee: The Public Affairs Committee shall be responsible for the
dissemination of press releases and information to the media and the public. The
Public Affairs Committee shall coordinate any advertising of events, creation of
publications and interactions with other organizations. The Board shall have
final approval of all advertising and publication materials.
·
The Site Infrastructure
Committee: The Site Infrastructure Committee shall be responsible for the
selection and acquisition of site for the LCDPA’s off-leash area, the design
of the site, the permits and approvals needed to establish the site, site
construction, and the on-going maintenance.
·
The Fund-Raising Committee:
The Fund-Raising Committee shall solicit and obtain donations through staging
fund-raising events. The Fund-Raising Committee shall work with the Public
Affairs Committee to raise awareness of the LCDPA’s monetary goals in order to
accomplish the objectives set forth in the LCDPA Constitution.
·
The Electoral Committee:
The Electoral Committee shall be responsible for the annual elections and
counting of ballots for Executive Board positions. The selection of the
Electoral Committee members shall be done after all nominations for the
Executive Board has been received and nominations are closed This committee will
be staffed by three volunteers from members of good standing who are not
Nominees nor current Executive Board Members.
B:
Executive Officers of the Board shall not head these committees unless approved
by the Executive Board. Executive Officers may volunteer to serve in these
committees.
C:
Any member in good standing may volunteer to be in any committee and may serve
on more than one committee simultaneously.
D:
No person may chair more than one (1) committee.
E:
Each Committee will elect a Committee Director amongst their members. The
Committee Chairs are voting members of the Executive Board Committee and are to
attend all Executive Board meetings.
F:
Any committee volunteer may resign by informing their respective Committee
Director. The Committee Director may resign by informing the Executive Board
during a Board meeting. The committee must then elect a new Director.
G:
All committees are bound by the guidelines set forth by the Executive Board. In
accord with these guidelines, committees shall submit monthly reports and all
proposals to the Executive Board during the Board Meetings. Such reports or
proposals shall be advisory only unless ratified by the Board.
Executive
Board Vacancies shall be filled by a Board Nomination and ratified with a
majority vote at an LCDPA meeting.
A:
The LCDPA’s fiscal year shall begin on the 1st day of January and end on the
31st day of December.
B: The LCDPA’s official year shall begin immediately at the conclusion of the Annual General Meeting (AGM) and shall continue through to the end of the next Annual General Meeting of the following year. The elected Officers and Directors shall take office immediately upon the conclusion of the Election at the Annual General Meeting and each retiring officer shall turn over to his or her successor all properties and records relating to that office within thirty (30) days after the AGM.
A:
At the Annual Meeting or at a special meeting of the Association,
voting shall be limited to those members in good standing who are present at the
meeting, except for the annual election of the Directors and amendment to the
constitution and By-Laws which may also be decided by written ballot. Voting by
proxy shall not be permitted.
B: A motion is passed by a simple majority vote of members present in a meeting, after being nominated and seconded by LCDPA members.
C: Tied votes may require additional discussion or shall be tabled for the next meeting at the discretion of the President.
A: Nominations for Executive Board Officers for the ensuing year shall open in October and close by November’s meeting. The Electoral Committee will be selected during November’s meeting and will hold elections during the AGM.
B: Any willing LCDPA member may be nominated for any Executive Board position.
C: Any LCDPA member in good standing may make a nomination.
D: A LCDPA member may self-nominate.
E: The new elected Officers shall take office at the conclusion of the AGM. Each retiring officer shall turn over to their successor in office all properties and records relating to that office within thirty (30) days after the election
F: Officers are elected by a majority of the existing association.
The AGM shall be held in the month of December. The quorum of the meeting shall be 10% of the members of the LCDPA of the members in good standing. After the AGM, the outgoing Board shall meet with the new Board.
General Meetings shall be held monthly within the Lebanon, PA area, at such hour and location as predetermined by the LCDPA.
Executive Board Meetings are held after the General Meetings and are to be held monthly at such hour and location as predetermined by the Board. Conference telephone calls and discussion board meetings via the Internet may be utilized.
A: At the LCDPA Monthly General Meetings, the order of business so far as the character and nature of the meeting may permit, shall be as follows:
· Roll Call
· Minutes of Last Meeting
· Report of President
· Report of Membership Registrar
· Report of Secretary
· Report of Treasurer
· Reports of Standing Committees
· Unfinished Business
· New Business
· Nomination and Election of Officers (at annual meeting or as needed)
· Adjournment
B: At the LCDPA Executive Board Meetings, the order of business, unless otherwise directed by majority vote of those present, shall be as follows:
· Roll Call
· Minutes of Last Meeting
· Report of President
· Report of Secretary
· Report of Treasurer
· Reports of Standing Committees
· Unfinished Business
· New Business
· Election of Officers (as needed)
· Adjournment
A: The President shall preside over the meetings. The Vice-President shall preside in the President’s absence. Another facilitator may preside over meetings as agreed upon by the Board.
B: The President and/or Vice President shall set the agenda for meetings. Agenda items may be proposed by any LCDPA member to the President at least one week before the meeting commences.
C: The Secretary shall write up and provide copies of the agenda at the meetings.
D: If at any time during the course of a LCDPA meeting a member feels that the spirit and intention of these by-laws is not being adhered to, then a call of point of order may be made, and at the discretion of the President, (or acting President) a discussion may ensue to seek clarification and/or resolution.
E: The LCDPA may include the addressing of grievances in a general meeting agenda. However, a time limit of no more than ten minutes shall be set for any one grievance. If the Association feels the need to address a grievance for more than ten minutes, then a motion can be made for a continuance of that discussion. Thereafter, any further need to address a grievance will be referred to a grievance committee, consisting of LCDPA members/volunteers who will then report or refer its recommendations to the LCDPA
F: Members of the LCDPA may meet electronically by email or by telephone in case of an emergency and a quorum must agree by majority vote before any action is taken, or an emergency meeting can be called by the president to take place at any location, providing a 10% quorum can be achieved.
The LCDPA has no power to enforce laws or to regulate anyone’s behavior. Incident reports may be filled out and brought to the attention of the LCDPA. Any need for law enforcement will be carried out by the relevant state and/or local authorities
Any member may prefer charges against another member for alleged misconduct prejudicial to the best interest of the LCDPA. Written charges with specifications must be filed with the Corresponding Secretary together with a deposit of $10.00, which shall be forfeited if such charges are not sustained by the Board following a hearing. The Corresponding Secretary shall promptly send a copy of the charges to each member of the Board at least one week prior to the Board meeting. The Board shall first consider whether the actions alleged in the charges, if proven, might constitute conduct prejudicial to the best interests of the Association. If the Board decides that the charges do not allege conduct that would be prejudicial to the best interests of the Association, it may refuse to entertain jurisdiction. If the Board entertains jurisdiction of the charges, it shall fix a date for a hearing by the Board not less than three (3) weeks nor more than six (6) weeks later. The Corresponding Secretary shall promptly send one copy of the charges to the accused member by registered mail, together with a notice of the hearing date and an assurance that the defendant may personally appear in his/her own defense and bring witnesses if he/she wishes.
The Board shall have complete authority to decide whether counsel may attend a hearing, but both complainant and defendant shall be treated uniformly in that regard. Should the charges be sustained after hearing all the evidence and testimony presented by the complainant and the defendant, the Board may, by a two-thirds (2/3) majority vote of those present, suspend the defendant from all privileges of the Association for not more than six (6) months from the date of the hearing. If it deems that the punishment of suspension is insufficient, it may also recommend to the membership that the penalty be expulsion. In such case, the suspension shall not restrict the defendant's right to appear before his/her fellow members at the ensuing Association meeting which considers the Board's recommendation. Immediately after the Board has reached a decision, its findings shall be put in written form and filed with the Secretary who shall notify each of the parties of the Board's decision and penalty, if any.
Expulsion of a member from the LCDPA may be accomplished only at the General Meetings following a hearing upon the recommendation of the Executive Board. The defendant shall have the privilege of appearing in his or her own behalf though no evidence shall be taken at the meeting. The President shall read the charges and the findings and recommendations and shall invite the defendant, if present, to speak in his or her own behalf. The meeting shall then vote by secret written ballot on the proposed expulsion. A two-thirds (2/3) vote of those present and voting at the General Meeting shall be necessary for expulsion. If expulsion is not so voted the suspension shall stand.
Amendments to the Constitution and By-Laws may be proposed by the Executive Board or by written petition of LCDPA members addressed to the Secretary signed by twenty percent (20%) of the members in good standing. Amendments proposed by such petition shall be promptly considered by the Executive Board, and must be submitted to members with recommendations from the Board, by the Secretary in the notice for the following meeting. After sufficient Association discussion, a vote must be taken within three (3) months of the date when the petition was received.
The Constitution and Bylaws may be amended by a two-thirds (2/3) vote of the members present and voting at any regular or special meeting called for the purpose, provided the proposed amendments have been included in the notice of the meeting and mailed to each member at least two (2) weeks prior to the date of the meeting.
The LCDPA may be dissolved at any time by the written consent of not less than two-thirds (2/3) of the members. In the event of the dissolution of the Association, other than for the purpose of reorganization, whether voluntary or involuntary or by operation of law, none of the property of the Association nor any proceeds thereof nor any assets of the Association shall be distributed to any members of the Association but, after payment of debts of the Association, its property and assets shall be given to a charitable organization for the benefit of dogs selected by the Executive Board.
LCDPA
P.O. Box 523
Lebanon, PA 17042