Indiana Region By-Laws

Indiana Region By-Laws

INDIANA REGION SHOOT-TO-RETRIEVE FIELD TRIAL ASSOCIATION BY-LAWS

ARTICLE I
NAME
Section I
The name of the association shall be Indiana Region Shoot-To Retrieve Field Trial Association (Indiana Region).

ARTICLE II
PURPOSE

Section I

A. The prime objective of the Indiana Region is to extend the enjoyment for the upland game hunter and his dog through organized field trial competition.
B. Schedule and conduct Shoot-To-Retrieve Field Trials in the Indiana Region.
C. Support the National Shoot-To-Retrieve Field Trial Association, Inc. (National Association)
D. Promote fellowship among the membership.
E. Promote good sportsmanship.

ARTICLE III
MEMBERSHIP

Section I
Membership in the National Association shall be open to all persons expressing their interest in the objectives and purposes of this association. The members shall further signify and express their intentions by participation in field trials, membership meetings and work as needed to keep the Indiana Region operable.

Section II
Membership into the National Association shall be granted to any individual meeting membership requirements as outlined in the National Associations' Constitution and by-laws.

ARTICLE IV
OFFICERS/BOARD OF DIRECTORS

Section I

A. Officers of the Indiana Region shall consist of a president, first vice-president, second vice-president (optional), secretary and treasurer. The Board of Directors shall consist of the past Indiana Region President who will serve until the term(s) of the current Indiana Region President has expired, and three (3) individuals.

B. The officers and Board of Directors shall be nominated and elected biannually in accordance with the following:

1. During election years for Indiana Region officers and Board of Directors a secret ballot will be completed at the annual membership meeting conducted the weekend of the Region Elimination Trial. An Election Committee appointed by the Indiana Region President shall count the ballots. The committee chairman shall announce the election results during the annual membership meeting.

2. The nominees for Indiana Region officers and Board of Directors shall be selected as follows:

a) All Indiana Region officers and Board of Directors desiring re-election shall be placed on the ballot.
b) The nominating committee shall provide a minimum of one (1) and maximum of two (2) candidates for each position including any Indiana Region officer and Board of Director seeking re-election.
c) The nominating committee shall be appointed by the Indiana Region President prior to January 15th of the election and shall be comprised of three (3) Indiana Region members of good standing.
d) Any at large candidates can be added to the ballot, becoming the third candidate, at the annual membership meeting. The signatures of 50 members of good standing must accompany the "at-large nomination". In the event of more than one at-large nominee for a single position, the nominee with the most signatures from members of good standing will be entered. In no event shall more than three (3) candidates for each position be considered or placed on the ballot.

C. In case of a vacancy in the office of the president, the first vice-president automatically becomes president.

D. In case of a vacancy in the office of vice-presidents, secretary, treasurer or Board of Directors, the officers shall appoint a replacement to serve the remainder of the term. The appointee will be subject to approval by the Board of Directors if there is one year or more remaining in the term.

ARTICLE V
MEETINGS

Section I

A. The Indiana Region annual meeting will be conducted the weekend of the Region Elimination Trial and shall be conducted using Robert Rules of Order.

B. The following items shall be discussed at every annual meeting:

1) Indiana Region President shall submit an annual financial statement of the National Association to the region members present at the annual meeting.
2) The Indiana Region shall determine whether the region will send dogs to the Dog of the Year Trial using the Regional Elimination method or the High Point method.
3) Present Indiana Region High Point Dog Award.

C. Meetings shall be scheduled as determined by the officers and Board of Directors. Sufficient notice shall be given to the members (i.e. mail, fax, email or phone call).

ARTICLE VI
FINANCE

Section I

A. The Indiana Region Officers will manage the finances of the Indiana Region.
B. No expenditure of funds greater than $100.00 shall be issued without prior approval of the membership.
C. Finances for the Region Elimination Trial shall be managed by the officers and Board of Directors of the Indiana Region as follows:

1) Field trial entry fees shall be $45.00.
2) Expenditures shall be limited to standard expenses associated with the conducting the trial. Acceptable expenses are judges fees, bird planter fees, birds, trophy awards for both the first elimination round and the final round, 4-wheeler or horses, hotel and food expense for judges and bird planter and permit and trial fees.
3) Each participant shall receive a gift. Recommended costs per gift $15.00.
4) Each judge and bird planter shall receive a gift. Recommended costs per gift $25.00.

D. Expenditures for the Indiana Region High Point Dog award will not be greater than the price of the winner trophy award for the Indiana Region Elimination Trial.
E. Provide a dinner at the Indiana Region annual meeting conducted during the Region Elimination Trial. Recommended cost not greater than $600.00.
F. The Indiana Region and the Conservation Bird Dog Club shall split the expenses of the dinners provided to all members of the National Association members during the Dog of the Year trail and the Champions of Champions trial. Recommended cost for each dinner not greater than $400.00.
G. Each club that holds a Shoot-To-Retrieve Trial shall pay a fee to the Indiana Region. The fee shall equal 50 cents per dog. In addition, the Indiana Region Treasurer shall apply for a field trial permit through the DNR, which the club will reimburse the Indiana Region for the expense.

ARTICLE VII
DUTIES OF INDIANA REGION OFFICERS AND BOARD OF DIRECTORS

Section I - Duties of President

A. Preside at all meetings of the Indiana Region members and/or Board of Directors.
B. Appoint committees as needed.
C. Monitor and coordinate the functions of the Indiana Region.
D. File or cause to be filed trial reports, regional reports, trial schedules, judging seminar reports and any other necessary documents or information needed by the National Association for the function of the organization.

1) The following Clubs will have one permanent field trial date each season. The permanent date was set as follows:

Fall:
Conservation Bird Dog Club - Second week of October
Pike County Bird Hunters - First week of November
Shoe Billy Farms - Last week of September
Glenns Valley Conservation Club - Week before Dog of the Year.
Spring:
Conservation Bird Dog Club - Two weeks before Champion of Champions
Pike County Bird Hunters - First week of March
Shoe Billy Farms - Last week of March
Glenns Valley Conservation Club - Week before Champion of Champions.

2) The Region Elimination Trial will be held two weeks prior to the Champion of Champions trial and will rotate to each club as follows: Conservation Bird Dog Club, Glenns Valley Conservation Club, Pike County Bird Hunters, Shoe Billy and Rock Point Farms. If that date falls on Easter then the trial will either be one weekend prior or one weekend after Easter. The club holding the trial decides which date to hold the region. When the region rotates to Glenns Valley Conservation Club the region will be one week after the Champions of Champions trial. The club holding the Region Elimination Trial is guaranteed the field trial the weekend prior to the Region. If the trial prior to the Region Elimination conflicts with another clubs permanent date then the club having the trial will automatically forfeit its permanent date to that club.
3) A club already approved to hold a Region Elimination Trial must hold two NSTRA field trials, one in the spring and one in the fall. If the club does not comply, it will be removed from the rotation. In order for a club to be added to the Region Elimination Trial rotation it must be inspected by a committee, appointed by the President and consisting of one member from each club. The committee will make their recommendations to the President, who will present the findings at the next annual meeting. The committee will determine if the club has sufficient parking, trial grounds and facilities to accommodate the Region Elimination Trial.

A. Schedule and hold judging seminars (an officer must attend the judging seminar).
B. Schedule and conduct annual regional meeting.
C. Manage the Indiana Region High Point Dog Award.

1) A dog may win the Indiana Region High Point Dog award by accumulating the greatest point total for a one-year period in Indiana Region Trials.
2) Points counted shall be based on one year's accumulation, from the week prior to the Indiana Region Elimination Trial to the same period the following year.
3) Points shall be awarded as outlined in National Associate's "Rules for Recognized Field Trials".

D. Appoint an alternate member to represent the Indiana Region at the National Associations Board of Directors meetings if the President is unable to attend (must be officer of the Indiana Region i.e. Vice President, Board of Director member etc.).
E. Make available and present National Association's financial report at annual regional meeting.

Section II - Duties of Vice President

A. First Vice President assumes the duties of the President in his absence and performs special duties at the Presidents request.
B. Second Vice President assumes the duties of the President in the absence of the President and the First Vice President and performs special duties as requested by the President.

Section III - Duties of Secretary

A. Keep the minutes of all meetings of the Indiana Region.
B. Maintain necessary and appropriate files of the current information as well as the historical reference.
C. Assume the duties of the President in the absence of the President, First Vice President and Second Vice President.

Section IV - Duties of Treasurer

A. Receive and deposit funds of the Indiana Region and giving receipt thereof.
B. Pay all approved expenditures of the Indiana Region.
C. Keep records of receipts and expenditures.
D. Report on the financial status of the Indiana Region at regional meetings.
E. Report as necessary to IRS, National Association or other audit organizations.
F. Collect Indiana Region field trial fee from appropriate club for each field trial.
G. Apply for a field trial permit through the DNR for all Indiana Region field trials and collect permit fee from appropriate club.

Section V - Duties of Board of Directors

A. Assists the officers in the management and operation of the Indiana Region.
B. Monitor the activities of the other officers of the Indiana Region.
C. Represent the entire membership of the Region
D. Serve on committees as appointed by the President.

Section VI - General

A. The officers shall manage the Region Elimination Trail.

1) The Region Elimination will be held two weeks prior to the Champions of Champions trail and be rotated among the clubs as follows: Conservation Bird Dog Club, Glenns Valley Conservation Club, Pike County Bird Hunters and Shoe Billy Farms.
2) The Region Elimination Trial shall use judges from another region.
3) The number of dogs taken in the first cut of the Indiana Region Elimination Trial will equal fifty percent (50%) of the total but will not exceed 16 dogs in each field.

B. The officers and Board of Directors shall receive and decide on grievances.
C. The officers and Board of Directors shall attend all Indiana Region meetings as required.

ARTICLE VIII
AMENDMENTS

Section I
The by-laws may be amended by a majority of the members present at a scheduled Indiana Region meeting.