PCBS By-Laws

PCBS CONSTITUTION AND BY-LAWS -Amended as of January 15, 2023

ARTICLE I – NAME AND TAX STATUS

The name shall be Peninsula Caged Bird Society (PCBS), founded by Dick Ivy and Bernie Van Arsdale of York County in July, 1983.

The PCBS is an Internal Revenue Service (IRS) 501(c)(3) not-for-profit organization. The PCBS obtained the not-for-profit status on September 17, 2015. As an IRS 501(c)(3) not-for-profit organization, the PCBS must use all of its revenues, less expenses, for the purpose outlined in ARTICLE II.

ARTICLE II – PURPOSE

The purpose of the Society is to:

Promote interest and appreciation of the growth, culture, and the enjoyment of birds;
Promote aviculture education;
Help bird owners in bird care;
Promote friendship between bird lovers;
Promote aviculture in rare birds;
Cooperate with area bird clubs in matters of mutual importance; and
Participate in national and international bird programs.

ARTICLE III – EXCLUSION

None of the assets of PCBS shall be diverted to any private individual except for services required as authorized. PCBS will not participate in any activities resulting in income or gain to any member. Permitted sales, auctions, raffles, and fundraising activities of the PCBS are described in Article XII.

ARTICLE IV – MEMBERSHIP

Membership shall be open to anyone interested in aviculture education and the growth, culture, and enjoyment of birds. Ownership of birds is not a requirement for membership. There shall be one type of membership. Members may vote and may hold office.

ARTICLE V – DUES

There shall be no dues for membership at this time. The Board of Directors may approve reinstatement of membership dues if deemed necessary for the financial integrity of the PCBS.

ARTICLE VI – BOARD OF DIRECTORS

The administration, management, and general conduct of the PCBS shall be by eleven (11) positions. The Chairperson, the Vice-Chairperson, the Director of Raffle Table, the Director of Public Education Programs, the Treasurer, the Secretary, the Membership Chair, the Perch Editor and three (3) Board Members without titles. Also recognized is an Emerita Member, Lily Ivy.

Each Director is entitled to one vote. Committees and functions required for Society activity shall be headed by appointees or volunteers approved by the majority of the Board of Directors. Attendance is required at all Board meetings. More than two (2) unexcused absences in a twelve month period may result in replacement. The Chairperson may appoint with Board approval an interim Director upon the vacancy of an elected Director’s position. The interim Director may serve at least until the election of Directors at the October general meeting.

ARTICLE VII – DUTIES OF THE BOARD OF DIRECTORS

The Chairperson, or any Director in his/her absence, shall preside at meetings. The address of the Society shall be the address of the Chairperson, or any appointee of the Board of Directors, or a Society post office box. A newsletter with meeting dates shall be published electronically monthly. The electronic method in which the newsletters are published is at the discretion of the Board of Directors.

The Chairperson and Treasurer shall be the only Board Members with the right to open and close financial accounts at Financial Institution(s). Both of them should be present to do this, but in an emergency situation, either one is allowed. The Chairperson and the Treasurer are the only persons allowed to make withdraws and sign checks. A letter stating the duties of the Chairperson and Treasurer in this regard shall be signed by all members of the Board of Directors. This letter must be kept updated with each member change to the Board of Directors. This letter must be kept current and a copy must be maintained on file with the Financial Institution(s) used by the PCBS.

The Treasury report shall be reported monthly. Treasury records shall be audited every two (2) years or at the change of the person serving as Treasurer.

ARTICLE VIII – EXPENDITURES BY THE BOARD OF DIRECTORS AND BY PCBS MEMBERS

The Chairperson is allowed to expend up to $200.00 of PCBS funds at any one time on items or business of immediate concern to the PCBS. The Chairperson shall report the dollar amount of each such expenditure and provide a description of the item or service purchased to the Board of Directors at the board meeting following the expenditure. Expenditures requiring more than $200.00 by the Chairperson shall be voted upon by the Board of Directors as outlined in ARTICLE X.

No PCBS member, including members who are on the Board of Directors, except the Chairperson as allowed in the paragraph immediately above, shall obligate Club expenditures of any amount without passage by vote by the Board of Directors as outlined in ARTICLE X.

The Board of Directors shall be allowed to approve contracts by vote by the Board of Directors as outlined in ARTICLE X.

ARTICLE IX – COMMITTEES, FUNCTIONS AND INTEREST GROUPS

Committees and functions shall be approved as required by the Board of Directors from the following list, with others created as needed. Committees must abide by PCBS By-Laws.

Hospitality Committee – refreshments, picnics, parties;
Audit Committee – treasury audit, to serve as needed;
Special Event Committee – shows, fairs, speakers, etc.

ARTICLE X – MEETINGS

The General Membership meetings shall be held at 2:30 PM on the third Sunday of each month at a location to be announced. Passage of business shall be by simple majority of the General Members present when the Board of Directors have deemed it necessary that the general membership should vote on an article of PCBS business.

Board meetings shall usually precede the General Membership meetings and be held at 1:00 PM. Board meetings are closed to the general membership and the public. PCBS members are welcome to address the Board with questions or issues but need to notify the Board Chairperson within a reasonable time period to get on the Board’s agenda. Any business for which the Board of Directors have authority shall be passed by simple majority of the Board of Directors with six Directors needed for a quorum.

Society activities and meetings shall be run in an orderly fashion. Any person present, member or non-member, invited or uninvited, who demonstrates disruptive behavior, will be asked to leave the premises by direction of two (2) or a majority of the Directors present at the meeting or activity. A registered letter signed by the Secretary and countersigned by the Chairperson, or one filling that office temporarily, will be sent to any dismissed person, explaining the circumstances forcing the expulsion, providing a majority vote of the Board of Directors is achieved.

ARTICLE XI – ELECTIONS

General elections will be in October to elect the Treasurer, the Secretary, the Director of Education, the Membership Chair, the Director of Raffle Table, the Perch Editor, and five other Directors. A notice to call for nominees will be announced at the August meeting and must be submitted to the Chairperson before the September meeting. The current Board of Directors must review all nominations one (1) month prior to elections. Passage shall be by simple majority of the General Membership present at the October general meeting.

At the November Board of Directors Meeting, the elected Directors will elect the Chairperson and the Vice Chairperson as is necessary for the smooth functioning of the Society. Those elected or appointed to a position will begin to serve on the following month’s board meeting.

No PCBS member antagonistic to a bird club in Virginia may be presented as a nominee for office or appointment on a committee of the PCBS. Only persons who have been members for at least six (6) months shall be eligible to chair any activity or function of the PCBS. Any vacancy of an office or on a committee shall be filled by the Board of Directors for the remainder of the term.

ARTICLE XII – SALES, AUCTIONS, RAFFLES, AND FUNDRAISING

Sales, auctions, and raffles for the financial benefit of the Society will be allowed if they are consistent with ARTICLE II and after having received approval by vote by the Board of Directors per ARTICLE X. One hundred percent (100%) of any sales, auctions, or raffles proceeds minus the cost of the items shall go to the Society.

Other fundraising activities by PCBS members, including members who are on the Board of Directors, will be allowed at PCBS events if they have received prior approval by vote of the Board of Directors per ARTICLE X. Only fundraising activities for bird related programs covered in ARTICLE II will be allowed. For example, bird related programs may include but not be limited to individuals or organizations who are involved in avian conservation, research, education, or veterinary medicine. One hundred percent (100%) of any fundraising proceeds minus approved costs, if any, shall go to the individuals or organizations involved in the bird related programs for which the fundraising activities had been authorized by prior vote by the Board of Directors.

Fundraising activities of any kind for personal, non-avian related causes not covered in ARTICLE II, by PCBS members, including members who are on the Board of Directors, are not allowed at PCBS events.

ARTICLE XIII – DISSOLUTION

If the society is dissolved, the Board of Directors shall donate any assets to any worthy avian organizations that Peninsula Caged Bird Society is a member of, or other worthwhile avian causes.

ARTICLE XIV – OTHER

Display of weapons is not allowed at PCBS functions.

HISTORY OF THE BY-LAWS:

By-Laws approved May 19, 1985. By-Laws amended: Article XI on February 16, 1986; Articles I, VI, and XI on May 17, 1987; Articles V and VI on August 19, 1990; Article XII on November 17, 1991; Articles II, V, VI, IX, and X on February 21, 1993; Articles IX and X on December 10, 2003; Articles V and VI on July 18, 2004; Articles III, IV, VI, VII, VIII, IX, X, and XII on August 22, 2004; Articles II, III, V, VI, VIII, IX, X and XII on April 18, 2010; Articles IV, V, VII, X and XII on January 21, 2018. Articles I, II, IV, VI, VII, VIII, IX, X, XI, XII, XIII on August 18, 2019, and II, IV, VI, VII, X, XI, XIII on July 23, 2022; Articles VI, X, XI on January 15, 2023.

PCBS CONSTITUTION AND BY-LAWS - amended as of January 15, 2023.