VIRGINIA TRAPPERS ASSOCIATION, INC.

 BYLAWS

 &

 ARTICLES OF INCORPORATION

DATE

PREAMBLE

  We, the trappers of Virginia, prompted by a feeling of profound respect and gratitude toward the many valiant Fur Trappers who have gone before us, whose courageous deeds and exploits will forever embellish the pages of our Nation’s early history, and being duly grateful for the rich legacy of wildlife bequeathed by our predecessors, do associate ourselves for the following purposes:  To promote sound conservation, legislation, and administrative procedures; To save and faithfully defend from waste the natural resources of the Commonwealth of Virginia; and To promote a continued annual harvest of furbearing animals using the best tools available for that purpose.

TABLE OF CONTENTS

ARTICLE                                DESCRIPTION                                                           PAGE          

COVER                                                                                                                       1

PREAMBLE                                                                                                                2         

TABLE OF CONTENTS                                                                                            3

I                                               NAME                                                                         4

II                                              MEMBERSHIP                                                           5

III                                            OFFICERS                                                                  7 

IV                                            EXECUTIVE BOARD AND                                       8

BOARD OF DIRECTORS

V                                             ORGANIZATION REPRESENTATION                    14

VI                                            ELECTIONS                                                               15

VII                                           DISCIPLINE OF ELECTED OFFICERS                   17

VIII                                          MEETINGS                                                                 18

IX                                            AMENDMENTS AND ADDITIONS                         20

ADDENDUM 1                       DUES                                                                          21

BYLAWS OF THE VIRGINIA TRAPPERS ASSOCIATION, INC

ARTICLE I

  NAME

SECTION 1

A.     The name of the organization shall be known as THE VIRGINIA TRAPPERS  

       ASSOCIATION, INCORPORATED, sometimes called or named in these bylaws as   

       the VTA.

  SECTION 2

 A.  The purpose of the Virginia Trappers Association shall be to promote the interests of

 trappers, trapping, fur management, and fur handling in the Commonwealth of Virginia   

 through education and membership, in cooperation with the Virginia Department of  

ARTICLE II

MEMBERSHIP

  SECTION 1

 A.  Membership in the Virginia Trappers Association shall be open to any individual or    

       organization upon filing an application for membership and paying the required dues.

  SECTION 2

 A.  TYPES OF MEMBERSHIP

1.      Regular membership in the VTA is membership for persons 16 years of age and older.  Membership will be for one calendar year from the date of application and payment of dues which are set by the Executive Board.  Regular members will receive any and all publications offered by the VTA and have full voting rights on any issue brought before the General Membership.

2.      Regular membership without publication (w/o pub) is membership for persons 16 years of age and older. Membership will be for one calendar year from the date of application and payment of dues which will be adjusted by the Executive Board.  Regular members w/o pub. will not receive any subscription publications offered by the VTA as a benefit of membership but will have full voting rights on any issue brought before the General Membership.

3.      Junior membership in the VTA is membership for all persons under the age of 16 years.  Junior membership will be for one calendar year from the date of application and payment of dues which are set by the Executive Board.  Junior members are not eligible to vote on any issue brought before the General Membership.  Junior membership comes with subscription publications.

4.      Lifetime Membership is a regular membership in which the member applies and pays the required lifetime dues as set by the Executive Board.  Upon application and full payment of lifetime dues that member shall be called a Lifetime Member and will not be required to pay dues for the rest of his or her natural lifetime.  This class of membership will include subscription to any and all subscription publications offered in membership and lifetime members will receive any and all publications offered by the VTA and have full voting rights on any issue brought before the General Membership.

a.       The Executive Board will also offer to the membership and applicants for Lifetime Membership a payment plan to ease the one-time cost of Life Membership dues for those who wish to apply.  This payment plan will be set by the Executive Board.  Any member who applies for this payment plan shall not enjoy the benefits of lifetime membership until his or her dues are paid in full. 

5.      Life Membership without publication is a regular membership in which the member applies for a lifetime membership “without publication” and pays the fees as adjusted accordingly by the Executive Board.  Upon application and payment of lifetime dues (w/o pub.) the member shall be called a Lifetime Member and will not be required to pay dues for the rest of his of her natural lifetime.  This will not include any subscription publications offered in membership.  Lifetime members without publication will not receive any subscription publications offered by the VTA.  Lifetime members (w/o pub.) will have full voting rights on any issue brought before the General Membership.

6.      The VTA may also offer multiple year memberships.  Should this occur all dues fees shall be set by the Executive Board.

7.      Organizations membership is a yearly membership open to all organizations and companies who have an interest in trapping, fur handling, or other related issues in the Commonwealth of Virginia .  Organizational membership will come with publication and will last one calendar year from the date of application and payment of dues as set by the Executive Board.  Organizations and companies who become members in the Virginia Trappers Association may use the VTA logo and VTA name in their advertising.  Voting rights do not exist with this class of membership.

8.      Honorary membership may be accorded selected individuals chosen by a two-thirds vote of the Executive Board at any annual meeting.  This class of membership carries no rights of publication or voting.    

SECTION 3

A.     SUSPENSION OF MEMBERSHIP

After a hearing of the Executive Board and upon recommendation and a two-thirds vote of the Board of Directors, a member may be suspended for cause.  The Executive Board shall determine the cause for a hearing and the grounds for suspension.  The board of Directors may reinstate a member by full two-thirds vote.  Members suspended from membership will not be allowed a refund of paid dues.  Life Members who are suspended and not reinstated may have a portion of their paid dues refunded, upon application by the suspended member within ninety (90) days of such a decision, at the discretion of the Board of Directors.

SECTION 4

        A. DUES

ARTICLE III

OFFICERS  

SECTION 1

        A. GENERAL ELECTED OFFICERS

Any voting member in good standing in the VTA shall have the right to hold an elected    office.  The elected officers of the VTA elected by the general membership shall be as follows: President, Vice President, Treasurer, General Organizer, Membership Secretary, Recording Secretary, and National Trappers Association Representative.  The office of National Trappers Association Representative shall be held by a member of the VTA who is also a member of the National Trappers Association.  Each officer’s term shall be two years and all elected officers will take office on January 1 of the ensuing year.

A.      LOCALLY ELECTED OFFICERS (DISTRICT DIRECTORS)

The VTA, to ensure all members’ voices are heard, has geographically divided the Commonwealth of Virginia into fourteen districts.  Each district shall be represented by a locally elected representative, District Director, who shall be a resident of his or her district.  Term of office shall be three years. In the event of a vacancy occurring in a district, the President may appoint a member to fill the position until such a time as a member is elected by that district to fill the vacated position.  

SECTION 2

A.     APPOINTED OFFICERS

ARTICLE IV

EXECUTIVE BOARD AND BOARD OF DIRECTORS

SECTION 1

        A. EXECUTIVE BOARD

The Executive Board shall consist of the following Officers:  President, who will also serve as Chair, Vice President, General Organizer, Recording Secretary, Membership Secretary, Treasurer, National Trappers Association Representative, Training Coordinator, and the immediate Past President.  Five members Of the Executive Board shall constitute a quorum.

SECTION 2

       A.  BOARD OF DIRECTORS

The Board of Directors shall consist of all District Directors and the Executive Board members of the VTA.  Eleven members of the Board of Directors shall constitute a Quorum.

SECTION 3

 A   DUTIES OF ELECTED OFFICERS

1. PRESIDENT

1. Preside at all meetings of the Executive Board, the Board of Directors, and General Membership.  The President shall, in the event of a tie vote at any Executive Board or Board of Directors meeting, cast the deciding vote.
2. Represent the VTA in all official capacities, acting as spokesperson for the VTA on establishing policy and any contingency which may arise.
3. Schedule meetings and conferences of the Executive Board; arrange facilities for those meetings and prepare agendas.
4. Appoint all officers as directed in these Bylaws, with advice and assistance of the Executive Board.
5. Coordinate the work of all officers and committees and is an Ex Officio member of all committees.
6. With the assistance of the Treasurer, prepare the annual budget for approval by the Executive Board. This approval shall be obtained at the first meeting of the Executive Board of the calendar year.  The budget shall have been provided to the Executive Board no less than three days prior to the Board’s meeting.
7. Countersign all checks for payment of $200.00 or more from the Treasurer.
8. Appoint an audit committee to perform an internal annual audit which shall report said audit results to the BoD at the first meeting held after February 15.

      2.   VICE PRESIDENT

             a.   Assume all the duties of the President in the absence of that officer.

             b.   Serve as program chairman for the Annual Meeting.

             c.   Maintain an inventory of all equipment owned by the VTA.

             d.   In the event the office of President becomes vacant, serve as that officer for the remainder of the unexpired term.

             e.   Perform any other duty which may be within the scope of his/her office or as directed by the President.

            3.   GENERAL ORGANIZER

a.        Schedule, promote, and organize the VTA Fur Sale(s)

b.        Assist the Convention Committee as needed.

c.        Liaison between the President/Vice President and District Directors for all information dissemination and other communications.

d.        Obtain donations for the VTA auction at the annual convention.

e.        Perform any other duty which may be within the scope of his/her office or as directed by the President.

             4.  TREASURER

a.        Receive all monies paid to the VTA, depositing all funds into the appropriate accounts, and maintaining all appropriate fiscal accounting reports.

b.        Pay all bills, when presented to the VTA and approved by the President, in a timely manner.

c.        Prepare financial reports and present all records for an annual internal audit.

d.        Prepare all financial records for an external audit whenever the Treasurer vacates the office.

e.        Perform other duties as assigned by the President.

f.          Is authorized to issue payment, without co-signature by the President, for all properly presented bills not to exceed $199.99.

g.        Perform any other duty which may be within the scope of his/her office or as directed by the President.

              5.  MEMBERSHIP SECRETARY

a.        Maintain all membership records.

b.        Direct all membership recruitment activities.

c.        Provide District Directors with periodic membership lists and notification of new members.

d.        Provide all new and renewing members with a membership card and any other administrative support they may warrant by virtue of their membership status.

e.        Maintain publication records for all members.

f.          Perform any other duty which may be within the scope of his/her office or as directed by the President.

 6.  RECORDING SECRETARY

      a.   Record the minutes of all meetings of the Executive Board, Board of Directors, and General Membership maintaining them on file
            for three years and until turned over to the Archivist.

b.      Conduct all correspondence of the VTA.

c.       Perform any other duty which may be within the scope of his/her office or as directed by the President.

             7.  NATIONAL TRAPPERS ASSOCIATION REPRESENTATIVE

a.   Is the official representative of the VTA to the National Trappers Association  (NTA).

b.      Represent the NTA at all VTA functions.

c.       Solicit membership for the NTA.

d.      Disseminate information from the NTA to the VTA.

e.       Perform any other duty which may be within the scope of his/her office or as directed by the President.

             8.  DISTRICT DIRECTOR

      a.   Is the official representative of the members in his/her respective district at the state level.  They are not elected in the
            General Election held bi-annually but at the district level. Term of office is three years.

b.      Is elected by a simple majority of the district membership present at a called district meeting.  This meeting must have been advertised in the subscription publication, the VTA newsletter, or by direct mail to the district members a minimum of thirty days in advance of said meeting.  A quorum for this meeting shall be ten percent of the district membership or six members, which ever is more.

c.       In the event of a vacancy occurring in a district, the President may appoint a member to fill the position until such a time as a member is elected to fill the vacated position.  The term of the appointment may not exceed one year.

d.      Assist in setting General Policy for the VTA.

e.       Assist in the administration of VTA functions conducted in that district.

f.        Appoint Assistant(s) as needed to aid in the performance of his/her duties.

g.       Preserve and pass on to his/her successor a careful record of district work and activities.

h.       Provide to the Archivist any information available if requested.

i.         Perform any other duty which may be within the scope of his/her office or as directed by the President.

       A.  DUTIES OF APPOINTED OFFICERS

1. TRAINING COORDINATOR

a.       Is responsible for all VTA sponsored training programs conducted in the Commonwealth of Virginia .

b.      Will develop and maintain a training program serving the needs of the beginner trapper.

c.       Is responsible for periodic updates to the Virginia Trappers Manual.

d.      Is responsible for certification of all Trapping Education Instructors.

e.     Is the VTA liaison to the Virginia Department of Game and Inland Fisheries (VDGIF), Outdoor Education Division.

f.        Recommends to the President, VTA, for appointment, those Trapping Training instructors selected to fill the Regional Training Coordinator positions.  (There are five VDGIF regions in the Commonwealth of Virginia.)  These Regional Coordinators will be responsible to the Training Coordinator for all VTA sponsored training in their region.

g.       Perform any other duty which may be within the scope of his/her office or as directed by the President.

  2.  ARCHIVIST

a.   Act as the official repository for all VTA historical information and records.

b.   Collect, organize, and maintain all records and documents in a neat and orderly

      manner.

c.   Provide any historical materials to the President or Executive Board upon request.

d.   Perform any other duty which may be within the scope of his/her office or as  

      directed by the President. 

      3.  NOMINATING COMMITTEE CHAIRPERSON

a.   Assemble a committee of three to five members to prepare a slate of candidates

      for the Bi-Annual Election.       

b.   Coordinate with the Membership Secretary to ensure all candidates are qualified.

c.       Prepare a slate of candidates for office to be presented to the Board of Directors at their first meeting held after March 15^th of the election year and to be published in the subscription publication or the statewide publication prior to June 1 of the election year.

d.      Perform any other duty which may be within the scope of his/her office or as directed by the President.

4.      VIRGINIA WILDLIFE FEDERATION REPRESENTATIVE

      a.   Serve as VTA liaison to the Federation.

      b.   Perform any other duty which may be within the scope of his/her office or as     

            directed by the President.

5.   LEGISLATIVE COMMITTEE CHAIRPERSON

      a.   Act as the VTA liaison with all legislative bodies (Federal, State, and Local) on  

            all matters pertaining to trapping reporting directly to the President.

b.      Assemble a committee of up to six members to aid in the performance of his/her duties.

c.       Coordinate with the President/Executive Board appropriate responses to legislative proposals

        affecting trappers and trapping in the Commonwealth of Virginia .

d.      Perform any other duty which may be within the scope of his/her office or as directed by the President.

6.   WAYS AND MEANS COMMITTEE CHAIR

       a.   Act as the VTA fund raising Chair for all fund raising events not directly

 delegated to another authority.

       b.   Select and appoint a committee to assist the Chair in the duties of his/her office.

       c.   Act as the retail outlet for the VTA.

       d.   Purchase and maintain a physical inventory of all VTA retail merchandise.

       e.   Ensure that VTA merchandise is available at all VTA functions and elsewhere as            

 directed by the President.

       f.    Perform any other duty which may be within the scope of his/her office or as      

 directed by the President.

7.   WEB SITE ADMINISTRATOR

a.       Maintain the VTA web site in a professional manner.

b.      Maintain an inventory of all VTA retail merchandise assigned to him/her for e-retail by the Ways and Means Chair.

c.       Act as e-retail marketer for all VTA retail merchandise.

d.      Perform any other duty which may be within the scope of his/her office or as directed by the President.

SECTION 5

       A.   CONSECUTIVE TERMS OF ELECTED EXECUTIVE BOARD MEMBERS

  1.  All members elected to the executive board shall be restricted to two consecutive    

       terms in office.

  2.  Any Executive Board member assuming his or her office by virtue of appointment or   

       succession as set forth in these bylaws shall not be eligible to run for a second term   

       of office if he or she will have been in that office more than three years on January 1  

       of the ensuing year.

  3.  Any member(s) of the Executive Board, not eligible to run for re-election by   

                   virtue of this section may, after a period of one election cycle (two years), again offer   

                   themselves as candidates for the previously held office.

  4.  Nothing in this section shall be construed to prevent a qualified member from

       presenting him or herself for election to any office that person is not currently     

       constrained from by virtue of term limits.

        B.  SUCCESSION TO OFFICE OF UNEXPIRED TERMS OF ELECTED OFFICE

 1.  If for any reason the President shall leave his unexpired term of office, the duly   

ARTICLE V

ORGANIZATION REPRESENTATION  

SECTION 1

A.  The Board of Directors may vote to recognize any organization having purposes similar    

ARTICLE VI

ELECTIONS

SECTION 1

        A.  This article will set into place the operation of General Elections.  This procedure will  

              be used to conduct all elections held for the General Membership.

 1.   The General Election for the elected officers of the VTA shall be held every two 

       years (bi-annually) in the odd calendar years.

       2.   Any member of the VTA identified in Article II, Membership, as eligible to vote in a

            General Election shall be deemed eligible to stand for election to office in the VTA.

       3.   The General Election shall be held in the month of September.

       4.   The slate of candidates offered to the Board of Directors by the Nominating Committee

            shall be placed on the ballot. 

5.   Any member presenting him or herself to the Nominating Committee as a candidate                   

      for an elected office prior to May 1^st of the election year shall, upon verification of          

      voting eligibility, have his or her name placed upon the ballot.  No member may    

      stand for election to more than one office in any election.

 6.   All candidates shall provide to the Nominating Committee Chair a brief biography  

       for publication in the Subscription Publication and/or the periodic VTA newsletter.

 7.   All voting members will be assigned a control number.  This number shall be affixed    

       to the ballot return envelope.

 8.   Ballots will be distributed by US Mail to all voting members during the last week of   

       August of the election year and no later than 31 August of the election year. 

 9.   Voting members shall be instructed to return their ballots by US Mail sealed in the  

       ballot return envelope and mailed by midnight September 25.  All ballots must be  

       received by October 5.  No ballot received by mail after October 5 or received with a  

       postmark after September 25 will be accepted. 

 10. Any ballot hand delivered to a Nominating Committee member at the Annual   

       Convention, if held after September 25, or at any other state-wide VTA event held in

       the month of October will be accepted and counted if said ballot is delivered in the

       sealed, numbered, ballot return envelope.

 11. All disqualified ballots will be held on file for one election cycle.  The check-off list

       showing which ballot envelopes were returned shall also be retained with the counted

       ballots.

 12. Within ten days of October 5 the Nominating Committee will meet and count the  

       ballot.

 13. All ballot envelopes will be verified by the control number assigned prior to

       unsealing.  Once the envelope is unsealed and the ballot is removed from the

       envelope, the envelope shall be immediately disposed of.  The Nominating

       Committee will count and certify the election results.  All ballots will subsequently

       be turned over to the archivist for file for one election cycle.

 14. For any office where there are two candidates, a simple majority of votes cast shall  

       be required to elect.  For any office where there are three or more candidates, a  

       plurality shall be required to elect.

 15. In the event of a tie the Board of Directors shall meet and decide the election by   

       secret ballot.

ARTICLE VII

DISCIPLINE OF ELECTED OFFICERS

SECTION 1

       A.   CRIMINAL OFFENSES

             1.  If any elected of appointed officer of the Board of Directors is found guilty of a

felony in the Commonwealth of Virginia , or in any other state in the United States ,

he or she shall forfeit that office.  Additionally, this member shall be barred from

holding any future office in the VTA.

SECTION 2

        A.  NON-CRIMINAL VIOLATIONS

             1.  If any officer, elected or appointed, violates any section of these bylaws or is charged

                    by a member of the Board of Directors with a violation of the ethical code of the

                    Virginia Trappers Association, that officer shall be brought before a Board of Review

                     (BoR) appointed by the President.

      a. If the charge is brought against the President, the Vice President shall appoint the

          BoR, unless the charge is brought by the Vice President against the President.  In  

          the event the charge is proffered by the Vice President against the President, the

          General Organizer shall appoint the BoR.

      b. No member of the Executive Board or the Board of Directors who causes such

          charges to be brought may sit on the Board of Review.  

 2.  The Board of Review shall consist of two members of the Executive Board and three 

      District Directors who shall meet, review the facts of the case, and report to the Board

      of Directors.  The Board of Directors shall hear the findings and recommendations, if         

      any, and make final disposition of the case.  A two-thirds majority decision of the

      Board of Directors shall be required to take action.  Lacking this, no action shall be  

ARTICLE VIII

MEETINGS

SECTION 1

       A   ANNUAL MEETING OF THE MEMBERSHIP

1.        The membership of the VTA shall meet at least once per calendar year to conduct the business of the Association.  This meeting, if held only once per year, shall be held at the VTA Annual Convention.

2.        A quorum shall exist when ten percent of the eligible voting membership is present or there are forty eligible voting members present, whichever number is smaller.

3.        Any action of the Executive Board or the Board of Directors may be set aside by a two-thirds vote of the General Membership present at any meeting or by a majority vote of the General Membership taken by US Mail in which at least fifty percent of the voting membership cast their vote.

a.   Any issue put before the General Membership for a vote by US Mail will be    

      conducted as directed in ARTICLE VI, SECTION 1, governing elections by   

      mailed ballot.  The dates cited in ARTICLE VI, SECTION 1 shall not apply for 

      the purpose of any vote taken by mail other than elections.

b.      Any issue put before the General Membership for a vote by US Mail shall be

      posted (mailed) as directed by the Board of Directors when said issue is approved

      for a general vote.

SECTION 2

       A.  EXECUTIVE BOARD MEETINGS

1.        The Executive Board shall meet at least once per calendar year and as often as needed throughout the year to administer and transact the business of the VTA.

2.        The electronic media (to include, but not limited to, email and telephone contact) shall be an approved method for holding votes on matters of immediate action as deemed necessary by the President.  A written record of all such action shall be kept by the President and forwarded to the Corresponding Secretary for inclusion in his records.

3.        The Executive Board shall approve the President’s proposed budget prior to its submission to the Board of Directors for adoption.

SECTION 3

       A.  BOARD OF DIRECTORS MEETINGS

1.        The Board of Directors shall meet at least once per calendar year and as often as needed throughout the year to administer and transact the business of the VTA.

2.        The Board of Directors establishes matters of policy for the VTA.

3.        The Board of Directors approves the annual budget submitted by the Executive Board.

4.        The Board of Directors approves all administrative decisions by the Executive Board.

5.        The Board of Directors considers all matters referred to it by the membership or the Executive Board.

6.        The Board of Directors may delegate responsibility for special activities or projects to the Executive Board or to the appropriate committee.

7.        The electronic media (to include, but not limited to, email and telephone contact) shall be an approved method for holding votes on matters of immediate action as deemed necessary by the President.  A written record of all such action shall be kept by the President and forwarded to the Corresponding Secretary for inclusion in his records.

SECTION 4

       1.  DISTRICT MEETINGS

            A.  It shall be the responsibility of each District Director to hold at least one district

               meeting per year.  It is highly recommended each District Director hold regularly                            

               scheduled meeting to disseminate information and gain insight into the issues                                          

               affecting the members in his or her district.

SECTION 5

       1.  VTA FUR SALE

            A. The General Organizer shall schedule at least one statewide fur sale each year at a

ARTICLE IX

AMENDMENTS AND ADDITIONS

SECTION 1

       A.  AMENDMENTS AND ADDITIONS

            1.   Amendments and additions to these bylaws may be made in the following manner:

    a.   The proposed amendment or addition shall be submitted in writing to the Board of     

          Directors for approval.

b.      The Board of Directors will affirm the proposal and direct it to be published in the  

subscription publication or in a membership publication offered by the VTA to be

available in print at least thirty days prior to the next scheduled General Membership

meeting.  If the issue is deemed of major importance the Board of Directors may

direct a mailing to notify the membership.

c.       If a mailing is deemed necessary, it shall be done in accordance with the rules

provided in ARTICLE VI, SECTION 1 of these bylaws, governing elections by mailed

ballot. Voting forms will be mailed to the membership no less than thirty five (35) days

after nor more than fifty (50) days after the publication date of the formal notification of the

 matter to the General Membership.  All voting forms must be returned to the appropriate

committee chair within forty five days. 

                  d.   At the General Membership meeting the amendment shall come before the floor

and be voted upon.  A two-thirds affirmative vote is required for adoption.  If the vote is

directed by the Board of Directors to be conducted by US Mail a fifty percent return with

a two-thirds affirmative vote is required for adoption.

                  e.   Any proposed amendments arising from the floor of a General Membership

                meeting shall be referred to the Board of Directors for action as stated herein.

                  f.   There are no provisions for the setting aside of these bylaws to enact any              

Addendum 1

Dues

1. The following is the cost of current membership:

Regular…………………………………. $   20.00

2 yr Regular…………………………….. $   35.00

Regular w/o publication…………...…….. $   10.00

Junior…………………………………… $   12.00

Lifetime……………………………...…. $  250.00

Lifetime w/o publication…………...…….. $ 100.00

Organization……………………….……. $   25.00

2 yr. Organization………………….……. $   50.00

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