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RULES & REGULATIONS


MEMBERSHIP

CLUB MEETINGS
PROXY VOTE

ELECTION PROCEDURES

EXECUTIVE COMMITTEE

OFFICERS

OTHER CLUB OFFICIALS

NEWSLETTER
FUTURITY

FINANCIAL

SHOWS


A. MEMBERSHIP

  1. Any person/household interested in the purpose of this club is eligible for membership regardless of race, creed, etc.
  2. A membership shall be any person/household paying dues to the club.
  3. A membership entitles the holder to:
    1. A copy of the club By-Laws
    2. The club newsletter
    3. Free classified ads in the newsletter (5-line maximum) and on the club web site (30 day limit) for goat related items only.
    4. Be listed on club website and to have club website linked to personal website.
    5. Single memberships are entitled to one adult vote (18 & older) and a free tack pen at designated club sponsored shows where available.
    6. Family memberships are entitled to two adult votes (18 & older) and a free tack pen at designated club sponsored shows where available.



B. CLUB MEETINGS

  1. Meetings shall be open to anyone interested in the purpose of the club.
  2. Meetings shall be held quarterly.
  3. Meetings shall be held at various locations in Oregon and southern Washington, the location for the next meeting to be determined at the current meeting.
  4. Notice of agenda items requiring membership voting must be mailed to membership at least 30 days before the business meeting.
  5. The published 30-day notice requirement can be bypassed should the Executive Committee decide that emergency actions is required by the membership.
  6. Matters concerning club business require a majority vote of the membership attending the club meeting or submitting a legal proxy.
  7. Tentative show dates shall be determined at the October meeting for the following year.



C. PROXY VOTE

  1. Proxy voter must have been a member of the Willamette Pygmy Goat Club at least 1 year.
  2. Proxy voter must have attended 50% of meetings held in last 12 months, including the meeting previous to the meeting in which the proxy is to be used.
  3. Proxy vote must be in writing and specify a "yes" or "no" vote on a clearly-identified and specific agenda item only.
  4. Signed Proxy must be received by Secretary at least 24 hours before the meeting in which proxy is to be used.



D. ELECTION PROCEDURES

  1. Nominations for officers shall be held at the October meeting each year. A ballot shall be mailed to each member by the Secretary. A ballot must be received by the Secretary 1 week prior to the December Christmas Party for the announcement of new officers. .
  2. Secretary shall confirm that all write-ins are willing to serve.
  3. President and Secretary shall be elected in even numbered years.  Vice-President and Treasure shall be elected in odd numbered years.
  4. New slate of officers shall be effective January 1.



E. EXECUTIVE COMMITTEE

  1. The Executive Committee shall consist of the President, Vice-President, Secretary, and Treasurer.
  2. Each executive officer shall be elected by the voting membership to serve a two year term.
  3. In lieu of a Show Secretary volunteer, the Executive Committee shall select and appoint a Show Secretary for each upcoming goat show.
  4. The Executive Committee shall monitor and administer the objectives of the club.



F. OFFICERS

  1. President
    1. Shall preside over business meetings.
    2. Shall prepare and submit an agenda to the club newsletter in time to be mailed 30 days before each business meeting. Outgoing President shall prepare agenda for January meeting.
    3. Shall review the monthly Treasurer's financial report and bank statement.
    4. Shall oversee club-sponsored goat shows.
    5. Shall write a President's column for the club newsletter.
    6. Shall oversee and edit the club newsletter before publication as needed.
    7. Shall contact other goat clubs, NPGA directors and judges, breeders, and club newsletter editors as needed for the purpose of exchanging ideas for promoting the pygmy goat.

  2. Vice-President
    1. Shall assume the duties of the President whenever the President is unable to perform duties.
    2. Shall keep a current list with a full inventory of all assets (PA equipment, coffee makers, banner, etc.) belonging to WPGC. A copy shall be given to the President and Treasurer.
    3. Shall order class ribbons for current year's club-sponsored shows, allowing for return of recycled ribbons.
    4. Shall obtain & arrange presentation of annual club-sponsored Oregon State Fair 4-H pygmy goat award.
    5. Shall assist the President in all phases of the President's duties, responsibilities, and assignments, and shall keep his/herself current on club activities.

  3. Secretary
    1. Shall prepare detailed minutes of all business meetings. If unable to attend, shall appoint another member to perform these duties.
    2. Shall receive written proxy votes, review for legality, and present legal proxy votes when votes are taken at the business meeting.
    3. Shall distribute mail-in ballots (one to each single membership and two to each family membership), after the October meeting.
    4. Shall respond to club written correspondence and make proper recordings of all club business.
    5. Shall maintain files for all club correspondence, minutes of business meetings, newsletters, By-Laws, Rules and Regulations, etc.

  4. Treasurer
    1. Shall collect all monies due the club.
    2. Shall pay all monies owed by club, insuring that invoices and receipts are provided.
    3. Shall collect yearly dues from members.
    4. Shall provide updated membership rosters to club President, Secretary, Hospitality Chairperson, and Newsletter Editor as needed.
    5. Shall provide operating funds for all club shows.
    6. Shall work with each Show Secretary to prepare and present financial report after each show.
    7. Shall prepare and report a bimonthly financial statement at all business meetings.
    8. Shall obtain Executive Committee approval for unauthorized checks in excess of $100.00.
    9. Shall prepare and maintain records of all financial transactions.
    10. Shall turn over all financial records to new Treasurer no later than January 15th.



G. OTHER CLUB OFFICIALS

  1. Futurity Chairperson
    1. Shall be appointed by membership at club meeting prior to September 1 of each year.
    2. Shall review and keep club Futurity rules current.
    3. Shall ensure publication of rules and entry forms in club newsletter before September 1 of each year.
    4. Shall maintain record of all entries and sustaining fees, and submit to Treasurer.
    5. Shall provide status of Futurity for each club meeting and/or club newsletter.
    6. Shall provide complete information (name, birth date, sire and dam) for all entries within 7 days of final sustaining deadline to (1) the show secretary for the June show and (2) to the person doing the Futurity certificates.
    7. Shall preside over annual Futurity classes, including (1) obtaining award money for distribution to winners and (2) announcing information about each winner when distributing award money at end of class.

  2. Historian
    1. Shall compile and maintain an on-going record of club-sponsored functions.
    2. Shall identify, categorize, and reproduce WPGC pictures, articles, records, etc., submitted by members. Any material not added to the collection shall be returned to the donor.
    3. Shall make WPGC material available to authorized users for review and/or duplication.
    4. Shall serve an indefinite term as long as satisfies membership and Executive Committee.

  3. Hospitality Chairperson
    1. Shall send appropriate greeting cards to club members as follows:
      • CONDOLENCE for death in member's immediate family, spouse, daughter, son, mother/mother-in-law, father/father-in-law, or grandchild
      • GET WELL to member hospitalized due to illness, accident, or surgery
      • CONGRATULATIONS to member (a) owning a goat that earns PGCH status; (b) owning a wether that earns Platinum status; (c) marriage; or (d) at the birth of a human baby.
    2. Shall act as host to welcome and introduce potential and new club members at club functions.
    3. Shall obtain and arrange presentation of annual thank you gifts for officers and Newsletter Editor.
    4. Shall serve an indefinite term as long as satisfies membership and Executive Committee.
  4. Newsletter Editor
    1. Shall publish club newsletter in accordance with club By-Laws and these Rules & Regulations.
    2. Shall maintain a historical file of club newsletters.
    3. Shall act as a "news reporter" and report the action and results of all club functions.
    4. Shall procure relevant newsletter material by contacting individuals, organizations, and other sources who are professional and knowledgeable in the areas of veterinary medicine, management, and care.
    5. Shall ascertain that any material submitted is either the legal property of the submitter or that proper permission has been granted for WPGC reuse.
    6. Shall edit material submitted for publication as needed for space or relevancy. Care must be taken to exclude potentially libelous statements and copyrighted material for which permission to reprint has not been granted.
    7. Shall make each issue well-balanced and thoughtfully arranged to include information needed by members about club activities, activities of club members, and activities sponsored by other local pygmy goat clubs.
    8. Shall work with advertisers that need assistance with classified or other advertisements.
    9. Shall be responsible for printing, labeling, and mailing each newsletter at least 30 days before the next club meeting.
    10. Shall receive updated memberships from the Treasurer for mailing list and membership roster to be included in club newsletter.
    11. Shall appoint another member to perform newsletter functions if unable to perform.
    12. Shall serve an indefinite term as long as satisfies membership and Executive Committee.

  5. Show Secretary
    1. Shall be appointed at the September meeting of each year for designated shows in the following year.
    2. Shall prepare a projected budget of designated club goat show at least 90 days before the show.
    3. Shall be responsible for advertising show in MEMO as well as on the NPGA Internet home page.
    4. Shall obtain Executive Committee approval prior to final confirmation of any and all contracts, including for show grounds and for judges.
    5. Shall be responsible for judges, including selection (from membership suggested list of judges if possible), contracts, transportation, motels, meals, and all other judge-related activities. Judges not from West Coast shall be authorized by Executive Committee prior to final confirmation.
    6. Shall be responsible for show grounds, including selection, contract, pens, showring, tables/chairs, bleachers, PA system, clean-up, and all other show facility requirements.
    7. Shall be responsible for health checks, parking, night security, etc.
    8. Shall be responsible to obtain sanctions, ribbons, and trophies.
    9. Shall be responsible for all paperwork, including class schedule, entry forms, show books, goat check-in prior to show, ringside check-in for each class, Report of Awards, etc.
    10. Shall be responsible for pictures of champions and submitting show results to MEMO.
    11. Shall report status of designated club goat show at every club meeting.
    12. Shall work with club Treasurer to prepare and present financial report after the show.
    13. Major changes regarding judges and show must be authorized by Executive Committee.

  6. Web Weaver
    1. Shall maintain WPGC website, the content of which is the property of WPGC.
    2. Shall add new and modify existing web pages based on the President's directives.
    3. Shall provide President with current internet account information, including ID and password(s).
    4. Shall notify President of new information prior to placing it on the website.  Excluded from this requirement are modifications and updates to existing website information.
    5. Shall respond to website-related communications and forward non-website-related communication to appropriate person for response.



H. NEWSLETTER

  1. Shall be known as Willamette Pygmy Goat Club Newsletter.
  2. Shall be published quarterly and sent to the membership at least 30 days prior to the next business meeting.
  3. Shall focus on club-sponsored events, club members' activities, local shows, up-coming business agenda, and results of last meeting.
  4. Shall include an updated membership roster at least once a year.
  5. Shall include the following year's Futurity entry forms prior to September 1 of each year.



I. FUTURITY

  1. WPGC shall sponsor an annual Weanling Doe Futurity and Yearling Doe Futurity.
  2. The Futurities shall be open to members and non-members of WPGC.
  3. Only kids born of nominated does between February 1 and April 15 may be sustained.
  4. Only eligible weanlings paid in full are eligible for the yearling doe futurity.
  5. Yearling doe entrants shall not have freshened.
  6. Futurity goats shall be judged in nonsantioned classes after the designated doe show is completed.
  7. Futurity forms and fees shall be sent to the Futurity Chairperson.
  8. All yearling fees shall be postmarked by June 1st. Weanling fees shall be postmarked as follows: January 31st - Nomination fee of $5 each for bred does and for yearling does. April 16th -- Intermediate sustaining fee of $5 each for kids from nominated dams or for each eligible yearling. Specific weanlings need not be identified, just how many doe kids. June 1st -- Final sustaining fee of $5 each weanling doe. Each weanling doe shall be identified by registered name, number, and date of birth.
  9. The Futurity does shall be judged by the NPGA Breed Standard.
  10. It shall be the judge's discretion to place and give oral reasons for all the class or to limit reasons to the top five places.
  11. Original NPGA doe registration must be presented at check-in.
  12. Does shown in a Futurity class may not also be shown in the sanction doe show on the same day as the Futurities are judged.
  13. Futurity fees shall be awarded as premiums to the top five placements in the following increments: 1st - 30%, 2nd - 25%, 3rd - 20%, 4th - 15%, and 5th - 10%. If less than five kids are shown in a Futurity class, the award money for unused placements in that class shall be evenly divided among those kids shown in that class. The WPGC will supplement fees to bring awards to a minimum of $15.00 for each placing down to 5th place.
  14. There shall be no refunds for withdrawal for any reason.
  15. If fees are not paid on time, the entry shall be disqualified and fees forfeited.
  16. Deadline notices shall not be sent.
  17. Full refunds shall be made only if WPGC does not hold its Summer Show.
  18. If the nominated dam, kid, or yearling is sold, the Futurity rights and fees payable continue to the new owner subject to the Futurity rules.
  19. Premiums shall be paid to the owner at the time of the Summer Show as verified by the Certificate of Registry, the Transfer of Ownership form (less than 90 days old).



J. FINANCIAL

  1. In addition to amount of an NSF check, writer shall be charged a collection fee equal to WPGC costs related to NSF check.  The amount of the NSF check plus the collection fee shall be paid to WPGC by Money Order.
  2. All requests for reimbursement shall be accompanied by receipts.
  3. Club meeting hosts shall be paid $15.00 toward expenses.
  4. Thank you gifts (approximately $10.00) shall be given to each officer and the Newsletter Editor each year.
  5. On written request, any 4-H group (Oregon and SW Washington) shall be given a $20.00 donation for trophies or other expenses at their county 4-H pygmy goat show. Up to $25.00 donation or trophy shall be given to Oregon State Fair each year for 4-H pygmy goat award.
  6. The club shall purchase and resell microchips.  The cost to members shall be "at cost".  The cost to non-members shall be "at cost" + $2.00.

K. SHOWS

  1. Show fees shall be as follows: Pre-entry fee = $6.00; Late entry fee or substitution (in addition to pre-entry fee) = $5.00; Pen fee = $6.00 (single or tack pen) and $12.00 (double pen).
  2. Late fees shall be charged on all entries which are not postmarked by the due date listed on the show entry forms, or which are not received on/before the due date if delivered by hand.
  3. Payment shall be included at time of entry. If entry forms arrive without payment, entry will not be processed until payment in full is received. Late fees will be assessed if payment is not post- marked or hand delivered by due date.
  4. Members in good standing shall receive 1 free tack pen at a WPGC sponsored show where pens are available to do so, effective July 1, 2005.



    (These Rules & Regulations were last amended October 2009)