Constitution page 3 ARTICLE II ASSOCIATION YEAR Section 2 Association Year: The Association's fiscal and official year shall begin on the first day of January and end on the last day of December. ARTICLE III MEETINGS & MEETING VOTING Section 3.1 Annual Membership Meeting: The annual meeting of the UBSDA shall be held in conjunction with the Annual National Show at such time and place as may be designated by the Board. Written notice of the time, place and location of this meeting shall be printed in the Premium List for the Annual National Show and mailed via the US Postal Service. The quorum for this meeting shall be ten (10) percent of the Regular Members. 3.2.0 Special Membership Meetings: Special Meetings may be called if any of these circumstances is met: a.) The President determines that a bona fide emergency situation exists such that if the matter were postponed until the next annual membership meeting, material, substantial and irreparable harm would result to the club; or b.) The President is not available for any reason (e.g., resignation, death, illness, etc.) and the Board by majority vote determines that a bona fide emergency situation exists such that if the matter were postponed until the next annual membership meeting, material, substantial and irreparable harm would result to the club, or c.) Fifteen (15%) of the members in good standing request a Special Membership Meeting to be called by the Board and do so in writing setting forth the matters to be discussed. Those members requesting the meeting must set forth good and sufficient reasons why the matters they wish to discuss cannot be postponed until the next annual membership meeting. 3.2.1 Special Membership Meeting Protocol: Upon any of the criteria set forth in Section 3.2.0, above, being fully met (the “triggering event”), the Board shall: a.) Select and secure a suitable location for the Special Meeting within fifteen (15) days after the triggering event; b.) Have the Corresponding Secretary send written notice to the membership within thirty (30) days after the location has been selected and secured (including date, time and place of the Special Meeting together with the business to be discussed (the “Notice”)). c.) The Board must give at least three (3) weeks prior written notice to all members before holding a Special Meeting, but not more than fifty (50) days notice. 3.2.2 Special Membership Meeting Procedure: The Special Meeting shall be presided over by the President or in the absence of the President, Vice President, Recording Secretary or in the absence of all, the Board shall choose from among itself who shall chair the meeting, and that person shall preside. The items discussed shall be limited only to those items set forth in the Notice and no other business. A quorum for a Special Membership Meeting shall be fifteen percent (15%) of the Regular Members in good standing. 3.2.3 Cancellation: The Board, by simple majority vote, may cancel a special meeting if the reasons no longer exist for calling such a meeting, or in the event that a sufficient number of the members who have requested the Special Meeting withdraw their requests such that less than the percentage required to hold such a meeting still wants to have the meeting. In case of cancellation of the Special Meeting, members will be notified by the fastest and most expedient means or combination of means (e-mail, telephone or other means), and followed up by a postcard mailing confirming the cancellation of the Special Meeting. Section 3.3 Board meetings: Meetings of the UBSDA Board shall be held at such times and places as the Board shall from time to time determine by resolution of the Board. Written notice of each such meeting shall be mailed by the Recording Secretary at least fifteen (15) days prior to the date of the meeting. The quorum for such a meeting shall be a majority of the Board. Section 3.4 Special Board meetings: Special meetings of the Board may be called by the UBSDA President or by the Recording Secretary upon receipt of a written request signed by at least a majority of the Board. Such special meeting shall be held at such time and place as may be designated by the person authorized to call such meeting. The Recording Secretary shall mail written notice of such meeting at least thirty (30) days prior to the date of the meeting, Any such notice shall state the purpose of the meeting and no other business shall be transacted thereat. The quorum for such a meeting shall be a majority of the Board. To Constitution page 4 Back to the UBSDA Homepage