Dixie Trace Field Trial Association
ARTICLE I – NAME
The name of the organization shall be DIXIE TRACE FIELD TRIAL ASSOCIATION (herein called the Association).
ARTICLE II – OBJECTIVES
To promote bird dog field trial activities in the Southeastern United States.
ARTICLE III – OFFICERS AND BOARD OF DIRECTORS
Section 3.1 – The Board of Directors (herein called the Board) shall consist of the president of each member club or his designee. This number will vary with the number of member clubs.
Section 3.2 – The Board of Directors, by majority vote, will select a president, vice president, a secretary and a treasurer for a 1-year term.
Section 3.3 – Duties of officers
1. PRESIDENT – It shall be the duty of the president to preside at meetings of the Association and Board and to perform such other duties as ordinarily pertains to the office of president. The president shall, subject to approval of the Board of Directors, appoint committees as needed.
2. VICE PRESIDENT – It shall be the duty of the vice-president to preside at meetings of the Association and Board in the absence of the president and to perform such other duties as ordinarily pertains to the office of vice-president.
3. SECRETARY –
A. Attend all meetings of the Association and the Board and keep minutes of the proceedings.
B. Preserve all letters, records and dates of interest. To carry on the correspondence of the Association.
C. To notify member clubs of their election or expulsion.
D. To keep records of membership and to send notices of the times and places of meetings to the Association representative of each member club.
E. To administer the article entitled Recognition of Merit., i.e., collect and record winner information from all member clubs. Determine winners of the Recognition of Merit Awards each year.
F. The Secretary will choose the awards for the Recognition of Merit winners, providing information to the Treasurer for payment of same.
G. Secretary will keep an individual accounting of dues and dog tax paid by each member club.
H. Secretary will maintain the calendar for field trials and prepare the ad for publishing in The American Field. The Secretary will notify Treasurer when the ad is ready for publication and Treasurer will remit payment for same. This ad recognizing the winning dogs should be published in The American Field, within 90 days of the Annual Meeting per By Laws or at other time as directed by the Board.
I. Treasurer will further collect the annual dues and the dog taxes and all other revenues of the Association and forward those to the Treasurer for depositing, properly identifying the source of all monies forwarded.
J. Will perform other dues as the Board may request.
K. Upon retirement from office, the Secretary shall turn over to the incoming Secretary or to the president all records, books of accounts or any other club property.
4. TREASURER –
A. Treasurer will maintain checking account of the Association, making all deposits as presented from the Secretary.
B. Treasurer will pay all bills for which appropriations have been made by the Board. Routine business expenditures of the Association do not require directors’ approval to include: American Field Publishing fees, postage, mailing and reproduction costs, meal for Annual Meeting and trophies for Recognition of Merit. The Board must approve all other bills prior to payment.
C. Treasurer will make a full financial report in writing to the Board each quarter to include a report to the full membership at the Annual Meeting of the Association.
D. The Treasurer shall maintain all income tax records, filing the annual IRS return (900N E-card) for the Association. This return is due May 15 each year, for the calendar year ending December 31.
E. Will perform other financial related issues as requested by the Board.
F. Upon retirement from office, the Treasurer shall turn over to the incoming treasurer or to the president all funds, records, books of accounts or any other club property.
ARTICLE IV – MEETINGS
An Annual Meeting of the Association shall be held during the month of June each year at such time and place as designated by the current Officers and Board.
ARTICLE V – VOTING
The business of the Association shall be conducted by roll call vote. Each member club shall be entitled to one vote, said vote to be executed by the Director representing such member club. An exception will be made in the case of consideration of disciplinary action against an offending member club, in which case the offending member club shall not be entitled to a vote.
A majority of the Board shall constitute a quorum of the Board. On all issues brought to a vote, a majority rule by the directors will be the final decision on any and all subjects coming before the Association, except scheduling which required a unanimous vote (see Article VI).
ARTICLE VI – SCHEDULING OF FIELD TRIALS
The Board shall coordinate the scheduling of field trials conducted by the member clubs during the Annual Meeting each year. No member club shall schedule or hold a trial in conflict with any other Association trial. The present schedule of dates will remain in effect, unless changed by unanimous vote of the Board. Individual clubs may exchange dates if mutually agreed upon. If such action is taken at a time other than the Annual Meeting, the Association secretary must be notified immediately to correct the Association trial schedule. No trial will be considered for Recognition of Merit unless club is properly approved as a member club and trial is properly scheduled with the Association prior to the trial being run.
ARTICLE VII – FEES AND DUES
Section 7.1 – The membership admission fee is set at $100 and is to be paid at the time the applicant club is accepted as a member club.
Section 7.2 – The annual membership dues shall be $50 and are payable at the Annual Meeting. A newly accepted club shall pay annual membership dues in addition to the admission fee.
Section 7.3 – The dog tax is one dollar for each dog drawn at a member trial. The prior season dog tax is payable at the following Annual Meeting.
Section 7.4 – The annual membership dues and the prior season’s dog tax must be paid by the date of the Annual Meeting in order for a member club to be considered in good standing to vote and/or to select trial dates.
ARTICLE VIII – RECOGNITION OF MERIT
The Association secretary shall maintain a record of placements at each member club trial based on completed Forms of Essential Data that are submitted by such clubs. This record shall be the basis for Annual Recognition of Merit to be awarded at the Annual Meeting. To be eligible for such award, a dog shall be registered with FDSB and shall have placed in a minimum of two different member club trials, within the same stake during the current season.
Recognition of Merit will recognize two dogs in each of eight stakes: Amateur Puppy, Derby, Shooting Dog and All Age. Open Puppy, Derby, Shooting Dog and All Age. Points will be determined by multiplying the placement factors listed below for 1st, 2nd, 3rd by the number of dogs drawn in the stake. Placement factors are as follows:
Stake less than 1 hr. – 1st (3) 2nd (2) 3rd (1)
One hour stake (6) (4) (2)
In order to expedite information, each member club shall mail to the secretary a copy of the American Field Form of Essential Data, no later than thirty (30) days after the end of each field trial.
The Association will recognize three handlers each year: All-Age Handler of the Year, Shooting Dog Handler of the Year and Derby Handler of the Year. Amateur and open points will be counted for each award. Two or more placements will be required for a handler to be eligible for an award.
The DTFTA high point dog of the year is a cumulative total of all points earned by the winning dog.
ARTICLE IX – GRIEVANCE COMMITTEE
It is mandatory that each member club adhere to the American Field minimum standards and the AFTCA rules in the conduct of trials. The following procedure is established to process complaints allegedly violating these standards. The solving of problems stemming from rules violations is the responsibility of each member club. The member club involved may report its action in such matters to the Association president if it so desires. The Association will not be come involved unless so requested in writing. The grievance committee will consist of a chairman and vice-chairman appointed by the current Association president. In addition the current president, vice president, secretary and treasurer will be members of the grievance committee.
ARTICLE X – NEW MEMBER CLUBS
New clubs shall be approved by majority vote of Board. This vote may be called at the Annual Meeting or during the year by the president. If vote is taken at a time other than the Annual Meeting, the secretary shall poll existing Board members and enter the vote with the minutes of the following Annual Meeting. Once approved the new member club shall designate their representative to the Association Board and pay membership admission fee and first season annual dues to the secretary. Any dues collected mid-year shall again be due at the next Annual Meeting.
ARTICLE XI – BY-LAWS
These by-laws may be amended at any Annual Meeting, a quorum being present, by a majority vote of all member clubs present provided that notice of such proposed amendment shall have been mailed to each member club at least ten (10) days before the meeting.
ARTICLE XII – THE ASSOCIATION
This Association shall have no capital stock and is not organized for profit. No parts of its earnings shall insure to the benefit of any member or individual.
In the event of the dissolution and liquidation of the Association, the property and funds shall be transferred at the designation of the Board to an organization for the promotion of bird dogs or upland game birds.
The property of the officers and Board of the Association shall not be subject to or chargeable with the payment of any debts or obligations of the Association to any extent whatsoever.
BY LAWS AS AMENDED AT ANNUAL MEETINGS 06/07/14