PACIFIC NORTHWEST KOI
I - NAME
name of this organization shall be PACIFIC NORTHWEST KOI CLUBS ASSOCIATION
II - PURPOSE
The purpose of this
Association will be: to promote, create and enlarge the hobby of keeping,
breeding, appreciating and exhibiting Koi. To disseminate information about Koi
activities internationally to its membership; to, from time to time provide
information on Koi keeping and culture, not only to members but also to the
public-atlarge; to encourage and promote the chartering of organizations or
clubs where interest is expressed and to assist them in becoming and remaining
viable; and to regularly organize gatherings of its membership.
I - MEMBERSHIP
members of this Association shall be those individual persons who meet the
Express an interest in the hobby of Koi
keeping and appreciation.
Are members of a club
that promotes the hobby
of Koi keeping and appreciation and the club is located within the Pacific
Northwest. For these purposes, the Pacific Northwest is defined as the
Provinces of British Columbia and Alberta, Canada and the States of Oregon, Washington
and Idaho, USA.
The club, on behalf of its members, has
applied and been accepted as a member-club by this Association.
prohibits discrimination and harassment
on the basis of race, color, religion, sex, age, national origin, disability,
or any other characteristic protected by law.
Section 1 Club Definition
club is an organization composed of individual members, governed by written
organizing documents, having duly elected officers and holding regular meetings
of its members. The members of this Association are organized by club
Section 2 Association
Each member club within
the Association shall elect two of its members to represent that club
respecting Association affairs and to be recipients of Association
correspondence, and accordingly, relay same to the other members of their
3 Active Member
members shall consist of members of the clubs in good standing with this
Section 4 Application and
Election to Membership
Written applications, on
PNKCA application forms, must be presented to the executive by all prospective
new members. Yearly dues must accompany form: Application forms to be held by
the executive. The Executive will approve or disapprove membership after due
consideration of all requirements. Dues and all other necessary fees will be
accepted by the Treasurer.
Section 5 Membership Dues
and associate membership dues shall be TWENTY DOLLARS ($20.00) of the United States
Funds per annum. These dues may be adjusted annually subject to the approval of
the annual budget by the Association Representatives. Dues are payable on the
second day of January of each succeeding year thereafter.
Section 6 Change of Dues
A two-thirds vote of the
Association Representatives will be required in order to change dues. No club
shall be entered into the rolls of the Association unless dues have been paid.
Section 7 Member Club
Identification and Promotion
The Association shall
maintain a brochure listing member clubs with a contact person. This brochure
shall be made available at member club shows and promotional activities. The
current brochure is attached as Appendix 1. The vacant fold may be printed with
a club’s membership form.
Section 8 Club Autonomy
in this Association shall not be construed as surrender of autonomy or in any
way interfering with the affairs of the member clubs.
II - GOVERNMENT
Section 1 Management
The control and general
management of the affairs of the Association shall be vested in the Association
Representatives from which the Executive shall be elected. There shall be two
(2) representatives from each club. A quorum shall consist of a minimum of one
Representative from two-thirds (2/3) of the member clubs and shall include one
elected officer or their nominee. The Chairman shall preside at all meetings of
the Association and in his or her absence the next ranking officer shall
preside. All Association Representatives shall have one (1) vote each and are
entitled to vote on any matter before the Executive.
General Association Powers - Subject to the provisions of any American or
Canadian law respecting non-profit clubs, organizations or societies and by
limitations in the articles of such clubs, organizations or societies, and
these Bylaws, relating to action required to be approved by the members, the
business and affairs of the Association shall be managed. All Association
powers shall be exercised by or under the direction of the Executive.
Specific Powers - Without prejudice to the general powers and subject to the
same limitations, the Representatives shall have the power to:
(1) Select and remove all Executives of the Association;
prescribe any powers and duties for them that are consistent with the laws and
with these By-laws, and fix their compensation.
(2) Change the principal business office situated
Pacific Northwest from one location to another, and designate any place within
or outside the Pacific Northwest for the holding of any members’ meeting or
meetings including annual meetings.
Alter the form of these By-laws. These By-laws may be amended or altered or
repealed by the Representatives after the proposed alterations are presented by
way of Notice of Motion no less than thirty (30) days prior to the time of
voting on said alteration, with an affirmative two-thirds (2/3) vote of all
Representatives present and voting. Voting shall be by secret ballot. Proxy
vote will be accepted with respect to by-law changes.
III - EXECUTIVE OFFICERS AND THEIR DUTIES
Section 1 Election of
election of the Executive of the Association shall consist of Chairman,
Vice-Chairman, Secretary and Treasurer. They shall be nominated and elected by
the Association Representatives on the same day as the annual Association Convention
is held, and the officers shall assume office on the following day. No officer
shall be elected to the same office for more than two consecutive terms unless
agreed upon by majority vote of Representatives. Each term shall consist of two
years. The Executive shall be elected from the members. In the event an
executive position is vacated prior to the end of the two-year term, the
remaining Executive may appoint a member to fill such position.
2 Duties of the
Chairman shall preside at all meetings of the Association. He or she shall
appoint all committee persons.
Section 3 Duties of the
Vice-Chairman shall, in the absence or disability of the Chairman, preside at
all meetings of this Association and shall act in his or her absence on matters
before the Representatives.
Section 4 Duties of the
Secretary shall record all minutes of the proceedings of this Association and
shall maintain such minutes in a neat and orderly manner. It will be his or her
responsibility to mail the minutes to a Representative of each club.
Section 5 Duties of the
He or she shall receive,
collect and deposit immediately upon receipt in the name of the Association,
all monies. If petty cash is needed the treasurer will be responsible in
obtaining necessary funds from the Association bank account and then returning
all funds after the completion of the event i.e.: sales table, auction, raffle,
dues, for the purpose of making change only. And he/she shall present the books
of the Association for audit prior to the annual general meeting.
Section 6 Qualifications
of Executive Officers
member, as defined in Article I and who is in good standing, may be elected or
appointed to and serve as an Executive Officer, providing that such member is a
koi hobbyist and not involved in selling of koi, goldfish or related products.
A dealer is defined as someone who is commercially involved in koi or goldfish
husbandry and husbandry-related products and services.
IV - ASSOCIATION MEETINGS
Section 1 Representative
meetings of the Association Representatives shall be held two times a year, one
of which shall be the annual general meeting, at such place designated by the
notify all members of the place and date of such meetings at least thirty (30)
days prior to the date set.
Section 2 Special
meetings of the executive and/or the Representatives will be held at the
request of the Chairman.
Section 3 Annual General
Executive and all club Representatives shall meet annually in an open meeting
with members of the affiliated clubs in an event which shall be known as the
Pacific Northwest Koi Clubs Association Convention.
V - COMMITTEES
committees shall be created by the Chairman. All committee chairmen shall keep
a record of the proceedings and actions of their respective committees as a
history and to assist successive committee persons.
Section 1 Membership and
The Membership and By-law
Committee shall review all applications for membership into this Association
and shall review any proposed amendments to the By-laws and shall make its
recommendations to the Executive.
Section 2 The Annual
Annual Convention Committee shall organize the annual gathering of the
membership. To promote the Koi hobby, the Convention Committee shall ensure
that dealers and Koi related businesses shall be equally able to represent
their activities at the annual convention. No Koi related business may be the
subject of the annual convention’s pin, poster or registration form.
ANY MONIES or COMMITMENTS are made or spent: The annual convention
committee shall submit a PNKCA Convention Report (Income/Expenses) Projection
to the PNKCA Board Treasurer for review and approval by the board.
annual convention committee shall return to the PNKCA Treasurer the net of
convention income (including any money advanced by the PNKCA to the convention
committee, registration fees, advertising proceeds, auction/ raffle proceeds,
convention pin sales, vendor space rental, sales table proceeds, and including
special speaker grants from the AKCA, and concession receipts) minus expenses
(which may include dinner, special admission fees, pin costs, speaker support
fees (travel, lodging, food), photography, printing and miscellaneous fees).
hosting club's (Convention Committee Chairman) report to the (PNKCA Board
Chairman) in a timely manner, the details of how the Annual Convention Plans
The annual convention
committee shall ensure that convention business is completed, summarized (a
detailed income/expense breakdown with receipts) and presented to the PNKCA
Treasurer, with the appropriate transfer of funds, no later than three months
following the date of the convention. If this target date is met, the member
club shall not submit Association dues for the next year. If this target date
cannot be met, the annual convention committee chairperson shall contact the
PNKCA Treasurer directly to arrange a reasonable extension, subject to
Executive Board approval.
No club shall offer for
sale, raffle, or auction any item at the Convention unless a written request is
made to the Executive prior to the Spring Representatives Meeting for a vote of
the Representatives. A 2/3rds
super-majority of attending Representatives is required to approve the request.
return for the efforts of the convention host club, a check for 50% of the net
profits (excluding super raffle and sales table income) will be sent to the
host club by the PNKCA Treasurer after all convention money has been received
by the PNKCA Treasurer along with a final convention accounting. If PNKCA
Treasurer does not receive all convention monies and the final convention
accounting from the host club within the three month time period following the
date of the convention, the host club will forfeit their percentage of the net
profits. If this target date cannot be met, the annual
convention committee chairperson shall contact the PNKCA Treasurer directly to
arrange a reasonable extension, subject to Executive approval.
Section 3 The Audit
Chairman shall delegate an Audit Committee of two (2) prior to the annual
general meeting to facilitate a report to be given at that meeting.
VI - NON-PARTISAN ACTIVITIES
This Association has been
formed for the purposes described in these By-laws and it shall be non-profit
and non-partisan. No substantial part of the activities of the association
shall consist of the publication or dissemination of materials with the purpose
of attempting to influence legislation, and the Association shall not
participate or intervene in any political campaign on behalf of any candidate
for public office or for or against any cause or measure being submitted to the
people for a vote except on matters that pertain to Koi, their keeping, culture
or related areas.
the event of the dissolution of this Association, all assets remaining shall be
given to another non-profit Koi association.
ARTICLE VIII - PROCEDURES
Rules of Order (revised) shall govern all proceedings of this association
providing they are not in conflict with these By-laws and any amendments
IX - AWARDS AND MONETARY GRANTS
Section 1 Award, Plaques
or Special Gifts
The Treasurer shall on a
yearly basis pay out the necessary funds to cover the cost of:
The Convention Host’s
Gift Yearly Show Plaques (now perpetual). Officers Plaques or Gifts (every
second year) Inter-club competition cash award The Ed Fujimoto Inspirational
Award The Bronze Koi Award
Section 2 Monetary Grants
for Promotion of the Hobby of Koi Keeping
the treasury permits, annually, the Association may make up to six grants of
$150 to six different member clubs to aid in the promotion of the hobby at events
other than Koi shows. (Maximum of $900 per year). Clubs in good standing
(membership dues paid up) shall receive funds on a rotating basis. Clubs, which
do not get a grant in the current year will be first on the list to receive
next year’s available grants, if reapplication is made in a timely manner.
Application for grants in the coming year should be made to the PNKCA Treasurer
prior to the Spring Representative Meeting. A grant application form is
attached as Appendix 2. Clubs, which receive a grant, are to provide a brief
written report with photos of the use of grant money no later than December 31
of the current year unless an extension is granted. If any report has not been
completed or an extension received by that date that club will forfeit the
grant. Alternate clubs will be notified and given the opportunity to provide a
report prior to the following Spring Representatives Meeting. Upon completion
of display and the report with photos turned in to the PNKCA Treasurer who will
then issue grant money to club.
X - PAST CHAIRMAN’S CLUB
Past Chairmen of the
Association are asked to serve on an advisory committee called the Past
Chairman’s Club in order to transfer their valuable information gained as
Chairmen to the new officers. They are asked to attend the Association meetings
of Representatives twice yearly. They will serve with an advisory capacity
only, and will not be eligible to vote.
voted and passed on March 15, 1996. Amendments voted and passed on August 21,
1999. Amendments voted and passed on March 11, 2000. Amendments voted and
passed on June 16, 2001. Amendments voted and passed on May 17, 2003.
Amendments voted and passed on March 13, 2004 Amendments voted and passed on
March 12, 2005 Amendments voted and passed on June 16, 2007 Amendments voted
and passed on March 13, 2010 Ammendments voted and passed on July 6, 2013
As Secretary of the
PNKCA I do hereby swear to the authenticity, current and correct status of this
Verified by: Jerry Hames,
Chairman of the PNKCA Verified by: Diana Lynn Rehn, Secretary of the PNKCA
Verification Date: 7/6/2013 /S/ Jerry Hames Chairman of the Pacific
Northwest Koi Clubs Association /S/ Diana Lynn Rehn Secretary of the
Pacific Northwest Koi Clubs Association
Brochure - Appendix 1 PNKCA Grant Application - Appendix 2
New Member Application