Proposed By-Laws for the Collier County Veterinary Society

December 1, 2022

These By-Laws are the product of the membership of the Collier County Veterinary Society of Naples, Florida, [CCVS or the Society] as proposed as of September 15, 2020.  Any additional amendment will be dated next to that specific change, deletion or addition in the future.

Their interpretation on any specific issue shall be the prerogative of the Executive Board at any time that issues bearing on their wording are raised.

The following By-Laws are not contrary in any way to the Articles of Incorporation but are intended to provide more detailed guides for organization function.  Acceptance of the By-Laws is automatic acceptance of the previously registered documents of the CCVS.

The seal, an impression whereof is stamped in the margin herein, shall be the Corporate seal of the CCVS.

Article I The name of the organization shall be the Collier County Veterinary Society.

Article II The purposes for which this Society has been created are:

(a) To advance knowledge of small animal medicine by post graduate study.

(b) To promote closer relationships of Veterinarians.

(c) To promote better veterinary services.

Article III Membership and Meetings.

1. Members: Each proposed or prospective new member will be supplied with an information form to fill out, which when completed is sent to the Secretary/Treasurer and must be accompanied by the necessary fees.  In case of an application being refused, the fees shall be returned by the Secretary/Treasurer.

The Society is to have the following classes of members:

(a) Regular members: A regular member is any graduate veterinarian who is interested in the care of small animals and is dedicated to the purposes of the Society as listed in Article II.  Upon approval of the application, a regular member shall be entitled to one vote on all issues that come before the Society at its business meetings.

(b) Honorary members: A person who has made outstanding contributions to the Society over a number of years, may have conferred upon him/her by the Executive Board an honorary membership.  Regular members upon retirement may be considered for Honorary membership by the Executive Board.  Honorary members shall have all of the privileges of regular members except the right to hold office.  No dues or assessments shall be charged to Honorary members.  Honorary memberships shall be reviewed annually.  

2. Dues: The annual fee for all memberships shall be determined by the Executive Board.  The dues year should begin on January 1st and end on December 31st.  Any veterinary graduate has to pay full dues.

(a) Externs on a “working program” working toward a veterinary degree at a recognized veterinary college shall pay no dues.

(b) Guest(s) of speaker(s) for that day may be admitted to the meeting at no charge for that day.

(c) All full-time veterinary students may be admitted to the Society meetings at no charge.

(d) Guests of paid members need only pay $60 per meeting; paid in full before meeting.

3. Discipline of members:

(a) Only members paid in full for 1 year will be allowed attendance at any meeting.

(b) The Executive Board may suspend, expel or reprimand any member after reasonable written notice and the granting of a reasonable opportunity to be heard, for any violation of the By- Laws of the society or for any criminal conviction, or Florida Department of Professional Registration revocation of veterinary license by a vote of not less than two-thirds of all members of the Executive Board.  All complaints of any said violation shall be in writing, directed to the Board and signed by the complainant.  However, the Executive Board may act on its own complaint.  The mailing of notice to a member at their address as shown on the roster of members shall constitute proper service thereof .  All actions of the Board pursuant to the sub-paragraph shall be recorded in the minutes. 

(c) Any member who has been expelled from the Society for reasons other than non-payment of dues may make application, after a period of one year from their expulsion, for reinstatement upon signed recommendation of five members.  Such application shall be presented to the Membership committee and action on the same shall follow the usual procedure for the election of a regular member. 

4. Meetings: Meetings shall be held at least quarterly at the time and place fixed by the Executive Board.  The annual business meeting shall be held during the month of October when practical.  Special meeting of the Society may be held at any time upon call of the President and shall be held upon written request of two-thirds of the members of the Executive Board or upon written request of fifteen percent (15%) of the regular members of the Society.

Voting: At all meeting only such regular members as are present in person and who are in good standing shall be entitled to vote.  Voting by proxy shall not be permitted. 

Notices: Notice of all meeting of the Society shall be sent by the Secretary to the last known email address of each member at least 15 days prior to said meeting, and also a reminder notice shall be sent at least five days prior to said meeting and such notices shall state the date, time and place and the general purpose of such meeting. 

Order of Business: The order of business of any meeting shall be determined by the President of the Society in conducting the affairs of the Society.  In conducting the affairs of the Society, Robert’s Rules of Order, Newly Revised, shall be used and applied.

Article IV Government

1. Executive Board: The affairs of the Society shall be conducted by the Executive Board unless otherwise stated.  This Board shall include the elected officers of the Society and the Past-President and any elected Directors.  The current President shall preside at all Society meetings and act as Chairman of the Executive Board.  During the absence of the President, his duties and powers may be exercised by the Vice President.  

The Secretary/Treasurer’s duties are to record minutes of all Board meetings, membership meetings, and conduct all necessary written correspondence and keep a master copy of the Society’s By-Laws and shall head a committee to keep the By-Laws up to date.  As Treasurer will be responsible for bookkeeping and preparing financial statements.  An accountant will continue to audit the financial records of the Society each year. 

2. Quorum: Five members of the Executive Committee shall constitute a quorum at all meetings.

3. Meetings: Meetings of the Executive Board may be held upon the call of the Chairman and shall be held upon emailed request of five Board members.  Notice of meetings shall be given by email or by telephone at least two weeks in advance.

4. Committees: The Chairman of the Executive Board of the Society shall establish, appoint members and assign duties of which a few are charged to the following permanent committees of the Society and such other committees as may be necessary.

The permanent committees of the Society shall be as follows:  Program Committee and Nominating/Membership Committee.  Each committee shall have a chairman and as many members as necessary to perform the duties of the committee. 

It shall be the duty of the Vice-President to maintain a Procedural Book defining the duties of each officer and each permanent committee.  It shall be his/her duty, also, to see that the Procedural Book is given to each incoming officer and committee chairman.

Article V Officers

1. The officers of the Society shall be a President, a Vice-President, a Secretary/Treasurer and 4 elected Directors.  The said officers shall perform the duties ordinarily incident to their respective office, but without compensation.   Only one officer or Board Director from an individual hospital is recommended.

2. Election: The Vice-President, Secretary/Treasurer and Directors shall be elected by the members.  Elections are to be conducted emailed ballots to be emailed or presented at the annual business meeting of the Society designated by the President and the Nominating Committee.  Each of the above officers serve for a term of two years.  Each term of office shall commence in January after installation at the annual meeting.   There shall be four elected Directors.  Two nominees shall be elected for a two-year term and two for a one-year term based on the number of votes received.  Each succeeding year, the two expired terms shall be filled by two nominees elected on the number of votes received.  

3. Vacancies: Vacancies for any office shall be filled by the Executive Committee for the unexpired term of such vacant office. 

4. Qualifications: No member of the Society shall attain the office of Vice-President unless such member has been a regular member of the Society in good standing for a period of at least 2 years.  The Vice- President will automatically succeed to the office of President. 

5. Employees of the Society: Any employees of the Society must be approved by a two thirds majority vote of the Executive Board.

Article VI Dues and Assessments

The Executive Board of the Society shall make recommendations to the membership at any meeting thereof as to the amount of dues or assessments required.

Article VII Amendments to the By-Laws

The provisions of the By-Laws of this Society can be amended or altered or repealed or added to by a majority vote of the Executive Board at any regularly called meeting thereof.  Any action of the Executive Board taken as to the By- Laws shall be reported to the membership of the Society by its Secretary within ninety days.  Any member may introduce a motion to repeal or amend any or all By-Laws by sending a copy of such motion to the Secretary no later than forty- five days  before a meeting which would require notification by Article III, Section 4 to the membership of the Society.  This motion would be presented to the membership and by a majority vote of those present would amend, alter or repeal any provision of the By-Laws.  By-Laws changes are to be specified by dates whey were approved.  The By-Laws are to be reviewed and retyped each June of uneven years.

Article VII Deceased Members:

A donation of one year’s membership dues is given to the deceased family’s charity of choice.