Arkansas Angus Association

(Revised May 2002, June 2003, April 2005, May 2007)

ARTICLE I: Name and Annual Meeting

The name of this organization shall be the Arkansas Junior Angus Association (henceforth referred to as “AJAA”). An annual meeting of this organization shall be held in conjunction with the Arkansas Junior Angus Association Summer Preview Show. This meeting will henceforth be referred to as the “Annual Meeting”; the AJAA Summer Preview Show will henceforth be referred to as “Preview Show.”

ARTICLE II: Membership

Section 1: Any boy or girl who is less than 21 years of age January 1 of the current year may be a member.

Section 2: Members are expected to be active and to give full support to the affairs of the Association.

Section 3: Dues are due at the annual meeting each year.

The amount of dues will be determined by the general membership.
Lifetime memberships will also be available, cost as determined by the general membership.

Section 4: Payment of dues and active membership will constitute a member in good standing.

ARTICLE III: Officers and Directors

Officers shall consist of a President, Vice-President, Membership Director, Foundation & Finance Director, Communications Director, three Senior At-Large Directors and three Associate At-Large Directors.

Section 1: Term of office shall be one year, beginning at the conclusion of the National Junior Angus Show (henceforth referred to as “NJAS”).

Section 2: Candidates for office must be a member in good standing for the current year and must have been in good standing for the year previous to running for office.

Section 3: A nominating committee appointed by the President will select a slate of officer nominees prior to the annual meeting.

Section 4: Election of Officers will be held at the annual meeting by a majority vote.

Section 5: Officers shall be considered role models for all members and may be relieved of their positions by decision of the Executive Board and the Advisors if behavior unbecoming to the AJAA arises. Automatic removal from office will be mandatory in the following cases:

Permanent move out of state
Attaining the age of 21 by January 1 of the current year
Failure to responsibly conduct duties of the office as required as deemed by the Advisor Team and majority of the Executive Board

Section 6: A record of responsibilities and a calendar of events conducted by each officer are to be kept in a notebook and/or file box and passed to the next office holder.

Section 7: The Executive Board shall consist of all Officers and Directors with the Adult Advisors serving in an ex officio capacity.

Section 8: President:

Calls and arranges all meetings in conjunction with the Advisors.
Presides and conducts business at all meetings according to parliamentary procedure.
Appoints nominating committee and committee chairmen.
Serves as ex officio member of all committees.
Makes appointments to fill vacancies with the approval of the AJAA Executive Board.
Presents a record of activities to the annual meeting of the Arkansas Angus Association.
Serves as a voting member of the Arkansas Junior Angus Foundation.
Acts as chairman of the Grievance Committee.
Prepares agendas for meetings with guidance from Executive Board and Lead Advisor.
Represents the Junior Association with the directors of the Arkansas Angus Association.

Section 9: Vice President:

Serves in the absence of the President.
Keeps in touch with all committees and their progress and reports this information to the President.
Performs other such duties as the President may assign.
Learns parliamentary procedure and serves as parliamentarian at meetings unless serving as President. In this case he/she shall appoint a temporary parliamentarian prior to the scheduled meeting.
Prepares and distributes membership packets to all new members of the AJAA upon joining the association.
Assumes the office of President should the President, for any reason, be unable to perform presidential duties.

Section 10: Membership Director:

Makes sufficient notes to write accurate minutes of each meeting of AJAA. Minutes should include business conducted. Principle motions and notes should be recorded.
Reads the minutes at each meeting.
Prepares minutes of previous meetings for distribution to membership.
Keeps the official record of association activities.
Presides at meetings in the absence of the President and Vice President.
Prepares and mails welcome letter to all National Junior Angus Association members, inviting them to join AJAA.
Writes letters as required.

Section 11: Foundation & Finance Director

Works in conjunction and coordination with Financial Advisor.
Reports financial transactions of treasury at each meeting. Prepares written financial statements for each meeting.
Maintains copies of bills and receipts. Original receipts will be maintained by Financial Advisor.
Collects all monies and dues associated with AJAA business.
Keeps current membership records.
Assists the Arkansas Junior Angus Foundation as AJAA liaison.

Section 12: Communications Director

Publicizes all important events, programs, news articles, pictures and activities pertaining to the association through newsletters, press releases and the Arkansas Angus web site.
Gathers information and oversees the publishing and distribution of three newsletters per year at times determined by the Executive Board and Advisors.
Works with the Recordkeeping Chairman to provide material for scrapbook.

Section 13: At-Large Directors

Three SENIOR At-Large Directors (ages 14-21) will be elected at the annual meeting. Senior Directors will serve as voting members of the Executive Board.
Three ASSOCIATE At-Large Directors (ages 9 – 13) will be elected at the annual meeting. Associate Directors will serve as non-voting officers-in-training on the Executive Board.
Directors will assist the Communications Director in compiling information for the newsletters and other correspondence.
Directors will assist the Recordkeeping Chairman in compiling information for the scrapbook.

Section 14: Voting Delegates to NJAS:

AJAA will select 2 voting delegates and 2 alternate delegates to represent Arkansas at the National Junior Angus Show (henceforth referred to as “NJAS”).
Voting delegates shall be selected from members who have had at least two years’ participation at the NJAS. Delegates shall be a minimum of 15 years of age when serving as a delegate at the NJAS.
Voting delegates will be elected by the membership at the annual meeting.
A member is limited to serving two times as a voting delegate at the NJAS.

Section 15: Adult Advisors

Advisors to the AJAA will serve three-year terms in the following rotation:

Position One - Membership Development: participation and motivation;
Position Two - Lead Advisor and Contact: officer development, training and motivation; organization activities, procedures and protocol;
Position Three - Financial Advisor: supervises all expenditures, approvals and payments; serves as a member of Arkansas Junior Angus Foundation.

Each year the nominating committee will select a couple or individual to serve a three-year term on the advisory team.
Adults shall serve in an advisory capacity only.
Advisors shall be considered role models for youth and may be relieved of position by the Executive Board if behavior unbecoming to youth development or the Angus Industry arises.

ARTICLE IV: Committees

The following standing committees shall be appointed by the President and approved by the Executive Board. As necessary, other committees may be established to carry on the work of the organization.

Section 1: Summer Preview Show Committee:

To assist and cooperate with the Host Committee in planning and coordinating activities for the Summer Preview Show.
To conduct Junior Angus contests and educational events.
To work with the Advisors to prepare and provide awards.

Section 2: Recordkeeping Committee:

Shall consist of at least a Chairman (age 14-21) and Co-chair (any age).
Shall be responsible for compiling the AJAA annual scrapbook to be submitted in the NJAS Scrapbook competition.
Committee and Advisors shall recruit an adult volunteer for assistance to committee.

Section 3: Nominating Committee:

Selects and presents a slate of nominees for election by the general membership at the annual meeting. This slate of officers, directors and advisors will be known as the Arkansas Junior Angus Association (AJAA) Executive Board.
Selects and presents Princess candidates (both state and district princesses) for election by the general membership at the annual meeting.
Selects and presents nominees to serve as NJAS voting delegates and alternate voting delegates for election by the general membership at the annual meeting, as outlined in Officers, Section 14.

Section 6: National Junior Angus Show Committee:

Select and implement a theme for the Arkansas delegation to NJAS.
Work with the Recordkeeping Chairman to develop scrapbook and delegation theme for the show.
Encourage teamwork and team spirit among delegates to NJAS.
Encourage participation from Arkansas Junior Angus members and families
When applicable, the approved Arkansas Candidate for the National Junior Angus Association Board of Directors will serve as Chairman of this committee.

Section 7: Grievance Committee:

Provide members and their advisors with a vehicle for airing and resolving grievances with the organization.
Composed of AJAA Executive Board and one adult board member from the Arkansas Angus Association. Each of these members will have one vote.
A member or advisor with a grievance must submit in writing to the President of AJAA.
The Grievance Committee must act within 60 days of receipt of the written grievance. A deposit of $100 shall be submitted with the written grievance. This deposit will be refunded if grievance is founded as a violation of the rules or By-Laws.
Upon receipt of the written grievance the president will call together the committee for the purpose of hearing from the advisor or junior involved in the grievance. If the President is the defendant, the Vice-President shall call the meeting and step in as the chairman of this committee.
At the conclusion of the hearing, the committee will vote either to confirm or deny the grievance. The committee will also offer solutions in writing to the parties for resolving the grievances.
A simple majority of the committee members shall constitute a quorum for voting on a grievance.
If an Executive Board member submits a grievance, that member is excluded from voting on the grievance.
Refusal of any of the parties to participate in this hearing shall constitute admission of wrongdoing and acceptance of any judgments voted on by the committee.
To aid in resolution of grievances the committee may impose:
1. Suspension of privileges to include money available from fund raising projects and donations from adult members to the junior association.
2. Exclusion from AJAA approved scholarships and candidates.
3. Exclusion from AJAA sponsored shows and contests.
4. Suspension/expulsion from membership in the AJAA.
5. Any other action deemed necessary.

ARTICLE V: Elections

Elections will be held each year at the annual meeting.

Elections will be determined by voting. Only applicants who have completed and submitted an officer application by the deadline will be eligible for election.
Candidates for office should be those most qualified by experience and ability to complete assignments.
Members shall only hold one office at any one time in AJAA.
NJAS voting delegates, alternate voting delegates, and Angus royalty (breed representatives) are excluded from rule (c) in this Article.
Directors are considered officers.
Officers must be current members in good standing of AJAA and must have been members in good standing the previous year.
A member may be considered for President after serving at least one year as Vice-President, Membership Director, Foundation & Finance Director, or Communications Director. Presidential candidates are not required to have first served as Vice-President.
A member may serve a second term in the same office if re-elected, but may not serve more than two consecutive years in the same office.

ARTICLE VI: Quorum

A quorum for a meeting shall be a majority of those present and voting.

ARTICLE VII: Angus Princess and District Princesses

Section 1: The AJAA will sponsor the selection of Angus Breed Representatives. Breed Representatives shall consist of Princess (age 13-15) and District Princesses (age optional). The breed representatives shall represent the Association at all Angus activities.

Section 2: The Angus Princess shall make application and will be nominated and elected at the annual meeting.

Section 3: The Angus Princess will receive $100 to defray cost of her expenses during her reign.

Section 4: The District Princesses shall make application and will be selected by nomination and election by the membership within the appropriate district of AJAA at the annual meeting.

Section 5: The AJAA will provide a sash and crown for each Princess, and District Princesses.

Section 6: The Princess and District Princesses shall abide by the dress code outlined by the AJAA Executive Board any time they are representing AJAA at any Angus activity and wearing the official sash.

ARTICLE VIII: Candidacy for National Board

Section 1: Members wishing to run for National Board shall declare intention of doing so at the Arkansas State Fair AJAA meeting the year prior to NJAA board candidacy.

Section 2: In the event that more than one candidate declares intention of running for NJAA Board in any given year, membership shall conduct an election during the State Fair meeting. Simple majority vote shall win the election.

Section 3: In the event that no candidate has declared intention of running prior to the Annual Meeting, a candidate may declare intent at that meeting. If more than one candidate declares intent, membership shall conduct an election during the Annual Meeting. Simple majority vote shall win the election.

Section 4: NJAA Board Candidate will serve as chairman of the AJAA National Junior Angus Show Committee to assist in preparing for NJAA election.

ARTICLE IX: Amendments

Section 1: These By-Laws may be amended at the annual meeting by a two-thirds vote of members present.

Section 2: A proposed amendment must be presented to and passed by the AJAA Executive Board before being presented to the membership for adoption. Proposed amendment changes must be presented to the general membership at least 30 days before the annual meeting.

Section 3: Any approved amendments to the AJAA By-Laws adopted at the annual meeting will be become effective following the conclusion of the NJAS.

Arkansas Junior Angus Association By-Laws Adopted October 1999