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Constitution By-Laws Policies and Procedures

BYLAWS

of the Whippet Racing Association

an Unincorporated Association

Supersedes: 2-1-01

Effective: 2-1-2004

Article I. OFFICES

Section 1.01	PRINCIPAL OFFICES

	The principal office of the Association for the transaction of its business is located at the address of the Secretary - Treasurer. The National Race Director is authorized to change the principal office at his or her discretion, and shall notify all Club Members of any such change in writing.

Article II.  MEMBERS


Section 2.02	MEMBERSHIP CLASSES

(a)

There shall be two classes of Club Membership: Active and Inactive.

	(1)	Active Members: Those Member Clubs, which have held at least one race meet within the calendar year of the fall election.

	(2)	Inactive Members: Those Member Clubs, which have NOT held at least one race meet within the calendar year of the fall elections.

	(b)	Clubs which do not conduct WRA race meets for two consecutive calendar years will automatically be dropped from membership and must re qualify as Members before conducting WRA race meets.

	(c)	A Club Member shall be a club duly admitted to membership by the Association.

	(d)	Only Club Members which are Active shall have voting rights in the Association, and the rights of each voting Member shall be equal.

	(e)	The interest of any member of this Association is the personal property of that member, and no member shall have any interest in property held by the Association, regardless of the time or manner in which said property is acquired.

Section 2.02	QUALIFICATIONS

	An application for Club Membership shall be a club, which has qualified to hold race meets under the Racing Rules of this Association.

Section 2.03	ADMISSION

	Qualified Clubs shall be admitted to membership on making application therefore and on approval of the application by the Board of Directors. Application for Club Membership shall contain the statement that the applicant's directing officer and club representative have read the Constitution, Bylaws, and Rules of this Association, are familiar with and understand them, and that if admitted to membership, agree to be bound thereby.

Section 2.04	FEES, DUES, ASSESSMENTS, AND APPLICATION FEES

	(a)	No fees shall be charged a Club Member applying for membership in the Association.

	(b)	Club Membership in the Association is subject to assessments, which shall be levied and collected in the form of a per capita charge, the amount to be determined annually by the Board of Directors, for each Whippet entered in a race sponsored by the Club Member pursuant to the Rules of the Association.

	(c)	The Club membership may be assessed annual dues, upon recommendation of the Board of Directors, in an amount determined by a majority vote of the Club Representatives.

Section 2.05

TERMINATION, RIGHTS, AND REINSTATEMENT OF MEMBERSHIP

	(a)	The membership of any Club Member of the Association shall automatically be terminated:

	(1)	On its written request for such termination mailed to the Secretary - Treasurer; or

	(2)	By its failure to pay its assessments when they become due within thirty (30) days thereafter; or

	(3)	By its failure to provide results of a Race held pursuant to the Rules of this Association within fourteen (14) days of the date of the Race.

	(4)	By failing to hold a WRA race meet in three (3) consecutive calendar years.

	(b)	All rights and interest of a Club Member in the Association shall cease upon termination of membership as herein provided.

	(c)	Any Club Member whose membership is terminated may have its membership reinstated on such terms as the Board of Directors deem appropriate by filing a written request therefore.

Section 2.06

SUSPENSION AND EXPULSION

	(a)	The Board of Directors is authorized to suspend or expel from membership a Club Member or a Club Representative for good cause.

	(b)	"Good cause" as used in this section means:

	(1)	Any conduct that brings the Association into public disrepute or violates the purposes for which this Association is formed:

	(2)	Any willful failure or refusal to abide by the Constitution, Bylaws, or Rules of this Association.

(c)

Definitions

	(1)	A "suspension" requires violation of Section 2.06 Subparagraph (b)(1) and/or (b)(2). A suspension will be for no longer then eighteen (18) months from the time of the judgment of the hearing committee. A suspension will include all privileges of membership, including but not limited to voting.

	(2)	The termination of a Member Club shall require the violation of Section 2.06 Subparagraph (b)(1) and/or (b)(2). The membership of the Club Member, and Club Representative, in the Association shall be terminated as of the judgment date of the hearing committee.

	(i)	Termination shall not relieve the Ex-member from any liability for the payment of assessments, or legal judgments against the Association, accruing prior to the hearing on charges against said Club Member.

	(ii)	A terminated Member Club may reapply for Membership no sooner than Twenty-four (24) months from the date of judgment. All requirements for a new Member must be met. All assessments must have been paid before re-application. The Board of Directors may impose additional requirements, relating to the nature of the expulsion, if it sees fit.

(d)

Procedure

	(1)	Proceedings against a member may be initiated by a resolution of a majority of the Board of Directors specifying charges, and served by personal service or by certified mail on the Club Representative or President of the Club Member, and, if by mail, a Return Receipt shall be required. Said Resolution shall specify a hearing date not less than fifteen (15) days, nor more than forty-five (45) days after passage and service of the resolution of the Board of Directors.

	(2)	The Member shall be entitled to participate in the hearing. The National Director shall appoint a hearing committee consisting of the Regional Director from the region of the club and two additional members. The hearing shall be open, informal and provide for fair presentation of evidence from both sides. The rules of evidence and rules of judicial procedure need not be observed.

(3)

The hearing shall be presided over by the Regional Race Coordinator for their club's region who shall:

	(i)	Read the charges against the subject member;

	(ii)	Require that the charges be verified by the testimony of the person making them, and such witnesses as the President deems appropriate;

	(iii)	Allow the subject Club Member, by its Club Representative to question each witness or written statement;

	(iv)	Allow the Club Member, by its Club Representative, to make a statement in its own behalf, and call witnesses in its own behalf;

	(v)	Allow the Board of Directors to question witness; and

	(vi)	Rule on the admission and exclusion of evidence and on questions of hearing procedure.

(4)

After the hearing is closed, the committee shall vote on whether to impose discipline or dismiss the matter. The vote imposing discipline or dismissing the matter shall be reviewed and approved or rejected by the Board of Directors within 14 days, prior to the vote becoming final. All parties concerned will be notified of the Board of Directors final decision in writing.

Article III.   MEETINGS OF ACTIVE MEMBERS

Section 3.01

MEETINGS

	Due to the widely dispersed geographical area of the Association, and its nonprofit nature, the lack of compensation of its officers and members, there shall be no Member meetings, and business of the Association and elections shall be conducted by mail, phone, or other means of communication. However, the National Race Director is authorized to schedule meetings at such time and place as he or she may designate.

Section 3.02	MEETINGS AND NOTICES

	Written notice of the time and place of meeting shall be sent by United States Mail to the Club Representative at least twenty one (21) days prior to such meeting.

Section 3.02	VOTING

	Voting shall be by mail on ballots mailed to the members by the Secretary. Each Club Representative shall mail his or her ballot back to the Secretary. Election of Officers by the Club Representatives shall be by secret ballot.

Section 3.04	CONDUCT OF MEETINGS

	(a)	In the event a meeting of Club Representatives is held, the meeting shall be presided over by the National Race Director, or in the National Race Director's absence, by a chairman chosen by the Club Representatives present. The Secretary of the Association shall act as secretary of all meetings, provided that in the absence of the Secretary, the presiding officer shall appoint another person to act as Secretary.

	(b)	A quorum shall be one half (1/2) the Club Representatives.

	(c)	Any actions suggested by the meeting must be mailed to the Member Clubs. Two thirds of the responding Member Clubs must then approve, or disapprove, the items on the ballot by the due date. Clubs will be given at least three (3) weeks to return their ballots.

	(d)	Meetings shall be governed by Robert's Rules of Order, insofar as suchrules are not in conflict with these Bylaws or the Constitution of this Association, or with the law.

ARTICLE IV. CLUB REPRESENTATIVES

Section 4.01	ELECTION OR APPOINTMENT, AND TERM OF OFFICE

	Club Representatives shall be elected or appointed by the Member Clubs. Each Club Member shall advise the Secretary - Treasurer in writing of the name, address, and telephone numbers of its representative.

(a)

Until the NRD is notified otherwise, each Member Club's Race Secretary of record is that club's Representative.

Section 4.02	QUALIFICATIONS

	When possible, the Club Representative who is elected or appointed by a Club Member should have at least two (2) years experience in Whippet racing.

Section 4.03	DUTIES AND COMPENSATION

It shall be the duty of the Club Representative:

	(a)	To perform any and all duties imposed on them collectively or individually by law, by the Constitution, Bylaws, or Rules of this Association.

	(b)	To register their addresses and telephone numbers with the Secretary - Treasurer of this Association.

	(c)	Club Representative shall serve without compensation.

	(d)	Any three (3) Club Representatives by joint written request presented to the Association Secretary - Treasurer, may require any decision or act of the National Race Director, or Board of Directors, be placed before the Club Representatives for approval or reversal. A two thirds 2/3) majority of Clubs voting are required to reverse a decision of the National Race Director or the Board of Directors.

Section 4.04	REMOVAL

	Club Representatives shall serve at the pleasure of the Member Club electing or appointing them, and can be removed by their respective Member Club.

Section 4.05	VACANCIES

	A vacancy of Club Representative shall be filled by election or appointment of the Member Club whom the Club Representative represents. The Member Club shall provide the Association with notice, as set forth in Section 4.01.

   ARTICLE V.  OFFICERS

Section 5.01	OFFICERS AND TITLES

	The Board of Directors of this Association and their titles shall be:

	(a)	National Race Director

	(b)	Secretary/Treasurer

	(c)	Regional Race Coordinators

Section 5.02

ELECTION AND TERM OF OFFICE

The two (2) officers and the Regional Race Coordinators named in Section 5.01 shall be elected by the Club Members by written ballot. The term of office shall be two (2) years commencing on January 1st following the election. The term of the NRD and Secretary/Treasurer shall start and end on years that end with an even number, i.e. 1996. The terms of the Regional Race directors shall start and end on years that end with an odd number, i.e. 1997. The following procedure shall be followed:

	(a)	Nominations shall be made in writing by the Club Representatives and approved by the nominee, and mailed to the Association Secretary between September 1st and October 15th

	(b)	Each candidate for office shall prepare a short campaign statement to be included with the ballot. This statement should include why they want to run for office and what they intend to do while in office.

	(c)	The Association Secretary shall prepare and mail the candidate statements along with the ballots to the Club representatives by November 1st.

	(d)	Regional Race Coordinators are elected by the vote of Club Representatives from their region only.

	(e)	The Club Representatives shall vote promptly and mail the ballots back to the Secretary. The ballots must be received by the Secretary no later than the second Monday in December to be counted. Ballots received after that date will not be counted.

	(f)	To be considered elected, each officer must receive fifty percent (50%) plus one (1) vote of the ballots being received on, or before, the closing date. If no candidate receives a majority plus one of the votes for an office, a run-off election between the top two contenders for that office shall be conducted.

	(g)	The Association Secretary shall tally the ballots one day after the closing date, and mail notice of the results of the election to the members within fifteen (15) days of tallying the ballots.

	(h)	The Secretary shall preserve the ballots for a sixty (60) day period, from the time the result notices are mailed, during which time they shall be available for inspection by any Club Representative.

Section 5.03	COMPENSATION

	Officers and Board of Directors of this Association shall serve without compensation. This Association will, to the best of its ability, reimburse officers, members of the board of Directors, or its committees, the direct and reasonable expenses necessary to fulfill the duties required by the Constitution, Bylaws, or Rules of this Association.

Section 5.04	REMOVAL

	Any or all officers may be removed from office at any time by the vote of Seventy five percent (75%) of the Club representatives.

Section 5.05	VACANCIES

	The following procedures shall be the used in filling vacant positions on the Board of Directors:

(a)

The following order of preference shall be used to fill the vacant unexpired term of the National Race Director:

	(1)	The duly elected Secretary - Treasurer

	(2)	A person selected by the remaining members of the Board of Directors.

	(3)	If no duly elected person remains on the Board of Directors to fill this position, the Club Representatives shall elect a National Race Director to fill the unexpired term of the ex-National Race Director.

(b)

The National Race Director shall have the power to appoint an acting replacement to serve out the remaining term of all other vacant Board of Directors positions.

Section 5.06

DUTIES OF THE NATIONAL RACE DIRECTOR

	(a)	The National Race Director shall serve as the President and Chief Executive officer of the Association and shall in general be subject to the control of the Club Representatives.

	(b)	The National Race Director shall supervise and control the affairs of the Association.

	(c)	The National Race Director shall perform all duties incident to his office and such other duties as may be required by law, by the Constitution of this Association, or by these Bylaws, or which may be assigned to him from time to time by the Club Representatives.

	(d)	The National Race Director shall be the final reviewing authority for all protests received, and is responsible for appointing all protest committees with the chairman of the committee being one of the Association's Board of Directors.

	(1)	If a protest directly involves the National Race Director the Secretary/Treasurer will fill the duties of the National Race Director concerning that protest.

	(e)	The National Race Director shall see that complete records regarding all whippets racing in the Whippet Racing Association are properly kept, and that awards are granted in a timely manner.

	(f)	The National Race Director shall issue WRA Titles to the owners of those whippets which complete the requirements set forth in the Rules.

Section 5.07

DUTIES OF THE SECRETARY – TREASURER

	(a)	The Secretary - Treasurer shall keep the principal office of the Association, the original Constitution, as amended, and he original Bylaws, as amended.

	(b)	The Secretary - Treasurer shall be responsible for maintaining and annually publishing any changes to the Constitution, Bylaws and Rules of the Whippet Racing Association.

	(c)	The Secretary - Treasurer shall keep in the Minutes Book the minutes of all meetings of the Club Representatives, and those in attendance.

	(d)	The Secretary - Treasurer shall see that all notices are duly given in accordance with the provisions of these Bylaws, or as required by law.

	(e)	The Secretary - Treasurer shall be custodian of the records of the Association.

	(f)	The Secretary - Treasurer shall keep the name and address of each Club Member and its respective Club Representative.

	(g)	The Secretary - Treasurer shall have charge of and custody of, and be responsible for all funds and assets of the Association, and deposit all such funds in the name of the Association in a bank or depository.

	(h)	The Secretary - Treasurer shall receive and give receipt for moneys due and payable to the Association.

	(i)	The Secretary - Treasurer shall distribute the funds of the Association as directed by the Board of Directors.

	(j)	The Secretary - Treasurer shall keep and maintain adequate and correct accounts of the Association's properties and business transactions, including accounts of its assets, liabilities, receipts, disbursements, gains, and loses.

	(k)	The Secretary - Treasurer shall render to the National Race Director and Board of Directors an account of any and all transactions as requested.

	(l)	The Secretary - Treasurer shall perform all duties incident to his or her office and such other duties as may be required by law, by the Constitution of this Association, or by these Bylaws, or which may be assigned to him from time to time by the Board of Directors.

	(m)	The Secretary/Treasurer will keep a book, separate from the meeting minutes, containing all policy decisions of the Board of Directors, the National Race Director, and The Club Representatives.

(n)

The Secretary/Treasurer shall distribute racing titles to the owners of those whippets which complete the requirements set forth in the Rules.

Section 5.08

REGIONAL RACE COORDINATORS: SELECTION AND DUTIES

(a)

Regional Race Coordinators (RRC) shall be elected by the member clubs from their region. This election shall be conducted on the same timetable as the national officers election. RRCs shall be responsible for scheduling race meets within their respective regions, shall resolve conflicts between racing dates within their region and shall serve as members of the Board of Directors. Each of the following geographical regions with Active Member Clubs shall be represented by one (1) RRC. The East Coast, The South, The Midwest, The West, The Northwest, and Canada. The map that follows clearly outlines each region. When there is no RRC for Canada, the RRCs with Regions contiguous to, or south of, Canada will assume responsibility for any Member Clubs in Canada that are directly north of that RRCs Region.

(a)

(b)

Each of the following geographical regions with Active Member Clubs shall be represented by one (1) RRC. The East Coast, The Southeast, The South, The Midwest, The West, The Northwest, Canada. The map that follows clearly outlines each region. When there is no RRC for Canada, the RRC's with the area contiguous to, or south of, Canada will assume responsibility for any Member Clubs in Canada that are directly north of that RRC's Region.

(1)	The states in each region are as follows:

(i)

The East Coast

	Connecticut	New York
	Delaware	Pennsylvania
	Maine	Rhode Island
	Maryland	Vermont
	Massachusetts	Virginia
	New Hampshire	West Virginia
	New Jersey	Parts of Ontario, CN

(ii)

The SouthEast

	Alabama	North Carolina
	Florida	South Carolina
	Georgia	Tennessee
	Mississippi

(iii)

The South

	Arkansas	Oklahoma
	Louisiana	Texas

(iv)

The Midwest

	Illinois	Missouri
	Indiana	Nebraska
	Iowa	North Dakota
	Kansas	Ohio
	Kentucky	South Dakota
	Michigan	Wisconsin
	Minnesota	Parts of Ontario, CN

(v)

The West

	Arizona	New Mexico
	California	Utah
	Colorado	Hawaii