CONSTITUTION AND BYLAWS
ARIZONA FEDERATION OF RACING PIGEON CLUBS, INC.
(non-profit organization January 20th, 2019)
I - NAME
This organization will be known as the ARIZONA FEDERATION OF RACING PIGEON CLUBS, INC.
II - OBJECTIVES
The ARIZONA FEDERATION OF RACING PIGEON CLUBS, INC., (hereinafter referred to as the “ARZ.FED”) exists to promote, protect, and enhance the sport of racing pigeons, to cooperate with other organizations that fulfill these objectives, and to provide services and benefits to its members.
III GOVERNING BODY
1. All matters of the ARZ.FED will be decided by the delegates of the clubs. The number of delegates will be 2 per club. Delegates must be current flying members in good standing. ARZ.FED officers must attend all delegate meetings but have no vote unless they are also a delegate. The ARZ.FED President (or vice president in his absence) shall only vote in the case of a tie and may not also be a voting delegate of their own club.
2. Only items voted on by the clubs can be placed on the agenda through the delegates. However, the President can place items on the agenda for pressing matters. Final agendas for delegate meetings will be provided to the clubs 14 days ahead of the meetings. Only agenda items will be voted on.
IV - MEMBERSHIP
1. ARZ.FED recognized clubs include the Valley Invitational Club, Arizona Invitational Club, Lost Dutchman Racing Pigeon Club, Advantage One Club, Sunburst Club, and Phoenix Sportsman Club. Members of ARZ.FED affiliated clubs must be in good standing at both the club and federation level per the AU guidelines.
2. New clubs wishing to affiliate with the ARZ.FED must apply in writing. An acceptance vote will occur at the next delegate meeting, requiring majority approval. New club delegates may attend meetings but will not have voting rights until the completion of consecutive young and old bird seasons, in any order.
3. Any club not flying one series of races (YB and OB) with the federation will be dropped from the ARZ.FED, forfeiting all rights and privileges. A dropped club must reapply for membership if they wish to fly within the ARZ.FED.
4. An ARZ.FED member can belong to more than one club but can fly in only one club.
5. Boundaries adhere to the ARZ.FED guidelines for any given racing season: currently, these boundaries extend within 60 miles of Central Avenue in all directions, or as granted by exception.
6. The direction of the ARZ.FED shall be determined at the annual meeting for the current race series to be flown, with majority delegate approval required.
V - OFFICERS
The elected Officers of the ARZ.FED are empowered to conduct all business of the ARZ.FED in accordance with this Constitution and its Bylaws. No individual Officer is authorized to act for the ARZ.FED or bind it to legal obligations unless expressly permitted by this Constitution, the ARZ.FED Bylaws, by vote of the Officers, or according to policies duly adopted by the ARZ.FED. The Officers may create committees or appoint individuals to perform specific functions on behalf of the ARZ.FED as necessary for its operations.
1. The affairs of the ARZ.FED shall be administered by its Officers, including a President, Vice President, Treasurer, Secretary, and Race Secretary.
President. The President presides over all meetings when in attendance and serves as an ex-officio member of all committees. Robert’s Rules of Order will govern all official business. The President may appoint an assistant to ensure adherence to Robert’s Rules of Order, with communications made solely to the President. The President does not vote on any motion unless a tie requires participation. The term of office is one year, as stipulated in these Bylaws for officers of the ARZ.FED. The President will appoint all committees not otherwise defined in these bylaws and establish a committee of at least 2 members to audit the treasurer's books before the first annual meeting. A delegate meeting must be called upon receiving a petition from 40% of the delegates.
Vice-President. The Vice President assumes all duties of the President during their absence or inability to serve. The term of office is one year per these Bylaws for ARZ.FED officers.
Treasurer. The ARZ.FED shall have a Treasurer responsible for maintaining accurate financial records (i.e., receipts, bank statements, and general ledger) of the ARZ.FED, and providing a financial report to the Officers and ARZ.FED Membership at all delegate meetings. The Treasurer will keep an accurate list of all members and act as custodian of all ARZ.FED funds, with books open for inspection by any ARZ.FED member. For expenses incurred, the Treasurer may approve payment of a maximum of $500, with amounts exceeding this requiring Officer approval. They will pay all bills and record transactions approved by the ARZ.FED or its officers.
Secretary. The Secretary oversees general correspondence for the organization, keeps minutes of all meetings (with copies filed on the website for member access within 2 weeks), sends notices, and tabulates ballots in the presence of at least 2 other officers or delegates.
Race Secretary. In charge of all race details, the Race Secretary conducts each race according to these bylaws and any racing rules established by the ARZ.FED and AU. The Race Secretary will abide by the current regulations of the AU / American Racing Pigeon Union.
Article VI Nomination and election of officers
1) Election of Officers. Members of the ARZ.FED shall elect new Officers at the Annual Meeting by majority delegate vote, serving for one year. The election will be the first order of business for the upcoming year. Newly elected officers will conduct the remainder of the annual meeting. Any club delegate elected as President must immediately relinquish their delegate title, and the club must notify the Secretary of their replacement, or continue voting with one delegate until the position is filled.
Article VII - MEETINGS
1. Annual Meeting. An Annual Meeting will be held each January, with notice sent to the membership a minimum of 14 days before the meeting, allowing ARZ.FED members to attend. During this meeting, the Officers will report to present members, who are permitted to ask questions regarding the business and status of the ARZ.FED.
2. Special Meetings. The Officers may convene additional meetings throughout the year as needed to manage ARZ.FED business. Decisions related to significant policy changes, race rule modifications, personnel matters, or expenditures exceeding $500 must be made during an ARZ.FED meeting.
3. Agenda. The Officers will establish a standard agenda for conducting business at every meeting, detailing the types of actions or activities it may consider by category or type, listed in the order they will be addressed.
- Roll Call / Attendance
- Minutes of Previous Meeting
- Financial Report
- Communication, member questions/concerns (not resolved at this time), etc.
- Unfinished Business, race schedule approval: shipping limits, boundaries, shipping costs for a given season
- Designate all committees and their members
- Proposals for membership
- Open Forum
- Adjournment
5. Quorum. A majority of eligible delegates constitutes a quorum at any Officer or ARZ.FED meeting unless otherwise stated in the ARZ.FED Constitution or these Bylaws.
VIII – AMENDMENT TO CONSTITUTION
1. An election to amend this Constitution shall result in the adoption of the proposed amendment if it is approved by a two-thirds delegate vote in favor.
2. Merger or Dissolution. No merger of the ARZ.FED with another organization or its dissolution will be valid unless a referendum vote among eligible ARZ.FED members approves such action by a two-thirds vote, with a minimum of fifty percent of current membership casting a ballot. In the case of a proposed merger, the terms must be outlined clearly in the referendum ballot, while in the event of dissolution, Officers will distribute ARZ.FED assets pro rata to all members in good standing after settling any debts or legal obligations.
IX - DISCIPLINE OF MEMBERS
1) Any member violating AU rules of conduct may face suspension or banning from the ARZ.FED as determined by the ARZ.FED Officers. If officers recommend suspension or banning, a special meeting will be convened, and a majority delegate secret ballot vote will determine the outcome.
X - DISPUTES
Complaints against ARZ.FED members must be submitted in writing to the ARZ.FED President. The ARZ.FED Officers will investigate as necessary and determine the appropriate course of action. All other matters not specifically covered will adhere to AU rules/guidelines.
XI - ARIZONA FEDERATION RACE RULES
A list of GPS coordinates for all member lofts will be maintained by the Federation Race Secretary. The Race Secretary and release committee will inspect loft locations if required for accuracy issues. Each club's crates will be staged checkerboard style on the federation trailer. Only one shipping limit per full member is allowed. A full member is defined as a flyer who participates in more than half of the shipping that season. The Race Secretary will set all release times and inform the club race secretaries. They have the discretion to hold races, delay liberations, cancel races, or bring birds back to a shorter distance if conditions necessitate it. Computation of race results requires each club to provide the Race Secretary with accurate results within 48 hours after race closure. Measurements for average speed, both long and short, will be based on the center of Phoenix. All race series hosted by the federation must include distances that allow all members to qualify for awards offered by the AU.
XII - COMMITTEES
Release Committee - A release recommendation committee will be formed, comprising the race secretary from each club and led by the federation's race secretary. This committee will advise on whether to conduct a race as scheduled or if delays, shortenings, or cancellations are warranted. All race secretaries are encouraged to communicate at least 12 hours before release. The final decision will rest with the federation race secretary, with all committee recommendations recorded and communicated.
Schedule Committee - A committee with one member from each club will collaborate to propose a race schedule for young and old birds at the annual meeting. If a consensus is not reached, multiple schedules may be presented, with the majority delegate vote determining the outcome.
Glen Burnham Arizona Open Classic Committee - Requires one participating member from each club.
Auction Committee - Voluntary Participation.
Awards Committee - Items for consideration include the annual banquet, award presentations, diplomas, and any recognition-related items.
XIII - ADDITIONAL ITEMS -
The ARZ.FED will hold a special race during each young bird series called the Glen Burnham Arizona Open Classic. The ARZ Federation President designates an AOC Chair, with disputes managed by the AOC Committee, ensuring no member benefiting from disputes participates in the resolution process. The ARZ.FED conducts an annual auction race during each young bird series, with a designated Auction Race Chair, and disputes likewise handled by the committee. Changes to the race schedule for a given year after the annual meeting must be approved by a two-thirds delegate vote at an ARZ.FED meeting.
The annual ARZ.FED dues are:
$25 per flyer annually
$10 for junior flyers, where junior member shipping fees will be half the regular fee for the season. A junior member must be a flyer participating in more than half the shipping for that season.
Liberation: The release time may be reduced to as little as 15 minutes after sunrise in temperatures exceeding 90 degrees along the course. When temperatures remain below 90 degrees anywhere on the course, a minimum release time of 30 minutes after the official sunrise at the release location will be observed. A written policy for drivers handling birds will be produced by the ARZ.FED and made accessible to all members.
Existence. The ARZ.FED is a not-for-profit corporation organized under the laws of the State of Arizona. Only bands from accredited organizations such as AU, IF, CU, and MX will be accepted within the Arizona Federation. Any member or club using or promoting counterfeit bands will forfeit all rights and privileges in the ARZ Federation, and any bird banded with a counterfeit band will be disqualified.