By-Laws

ASSOCIATION OF RETIRED FISH AND WILDLIFE EMPLOYEES (ARFWE)

 of the

WASHINGTON STATE DEPARTMENT OF FISH & WILDLIFE

 

SECTION 1.  PURPOSE

 The Association of Retired Fish and Wildlife Employees (ARFWE) is a social organization providing newsletters and social interaction to members which allows them to keep in touch with others they previously worked with.

 SECTION 2.  MEMBERSHIP

Membership in the ASSOCIATION OF RETIRED FISH AND WILDLIFE EMPLOYEES (hereinafter referred to as the ASSOCIATION) shall be open to any retired employee of the Washington State Department of Fish and Wildlife. In addition:

All other persons who are retired and who previously worked for the former State Departments of Fisheries, Game or Wildlife or a former Commissioner of said agencies, may, upon application to the Board of Directors, be considered for membership by the Board.

  1. Upon the death of the retiree, the Spouse shall be eligible to continue as a Member of the Association with the same status as the deceased member.
  2. Current employees of the Department of Fish and Wildlife are eligible for membership within 2 years of retirement.

SECTION 3.  REPRESENTATION

Representation of the Association shall rest with 7 positions elected by the membership known as the Board of Directors.  The duly elected Board shall select the President, Vice-President, Secretary, and Treasurer.

Only active members in good standing are eligible to hold office.

Any Board Member may be removed from office by a majority vote of the membership at any regular or special meeting of the membership of the Association.  Notice of the proposed removal of a Board Member must be given to such Board Member by the Board prior to the date of the meeting at which such removal is to be voted upon.  Such notice to the Board Member must state the cause for the proposed removal.

Any vacancy occurring on the Board of Directors shall be filled by a member in good standing with a majority vote of the remaining Board Members.  Such appointee shall serve during the unexpired term of the Board Member whose position has become vacant.

Duties of Board Members and their respective responsibilities with any timelines and special requirements of their positions are outlined in the “Duties of Officers” document.  This document can be modified or amended by the Board of Directors as needed when business practices are required to change or be updated.  A copy of the “Duties of Officers” will be distributed to the membership when significant changes occur.

 SECTION 4.  TERM OF OFFICE

Board of Directors shall serve for 3 years starting January 1 of the election year.  There shall be no limit to the number of terms a member of the Board can serve.

SECTION 5.  MEETINGS

The Association shall meet annually at a time and place selected by the Board of Directors upon proper notice to the general membership as prescribed in RCW 24.03.080.  Special meetings of the membership of the Association may be called from time to time upon proper notice to the general membership as prescribed in RCW 24.03.080.

In addition, the Board of Directors shall meet not less than 3 times a year to discuss matters coming before the board or ongoing issues or concerns as they arise.  Attendance may be in person or via phone.  Secretary shall provide meeting notes of previous meeting to the Board for approval.  Upon approval, minutes shall be distributed to membership via the newsletter.

The location of annual meetings is decided by the Board of Directors. Notification stating the place, day and hour of the annual meeting, or any special meeting deemed necessary, shall be delivered not less than 10 or more than 50 days before the date of the meeting to each member entitled to vote at such meeting (RCW 24.030.080).

SECTION 6.  QUORUM

At any regularly scheduled meeting of the Board, four members of the Board of Directors shall constitute a quorum.  At any meeting of the membership, a quorum shall constitute a majority of the votes entitled to be cast by the members present or represented in writing by proxy.

Voting members must be in good standing and current with dues.  Members present shall be entitled to one vote except when both spouses are retirees of an agency as mentioned in Section 1, subsection 1, and both retirees of said agency are paid members.  A member not present may submit his or her vote by mail, or by e-mail.

A Surviving spouse shall assume all the membership benefits of the deceased member including voting status provided they remain a member in good standing.

SECTION 7.  ELECTIONS

Elections of Board of Directors requiring a vote of the membership shall be accomplished by mail or e-mail ballot.  Other business matters requiring a vote of the membership may be accomplished at the annual business meeting or by mail or e-mail ballot.

Surviving spouses of deceased members, who are in good standing, shall be allowed to vote in all elections.

Election shall be certified by a vote of the Board of Directors after election results have been received.

SECTION 8.  DUES

Each member of the Association shall pay dues in an amount determined by the Board for each year or part thereof.  Dues will not be prorated.   Dues are payable upon joining the Association.  Annual dues for current members are due on or before the tenth day of January, of each calendar year.  Members may pay dues for more than one year.  Notification of when each members dues  expires shall appear on each Newsletter address label or via email once annually.

If it becomes necessary to raise dues, the Board shall notify all members of pending dues increases and provide a reasonable time period to receive responses and concerns from the membership prior to voting on increases.  They board may at any time vote to decrease dues without a vote of the membership if the financial statement indicate it is in the best interest of the members to do so.

Dues paid in advance, may be refunded to members if they withdraw from the Association and request a refund.  Dues received for the current year regardless of when received, are not eligible for refund.

No dues are required from members who have reached their 90th birthday (i.e. Centenarian Status).  Spouses of deceased members, where the deceased member  had attained Centenarian status, shall continue to receive Centenarian status benefits regardless of the spouses age, and shall also not be required to pay dues.

Dues changes shall be adopted by a majority vote of the Board of Directors.

SECTION 9.  BY LAWS

The Board of Directors shall not have authority to add to, alter, amend, or repeal the By-Laws of the Association without a majority vote of the membership as defined in Section 6-Quorum.  Nothing in this section shall be deemed to impinge on the general authority of the Board to manage the business and property of the Association.

SECTION 10.  AUDITS

An audit committee consisting of two members selected by the President and Board will be established as soon as the year-end financial report is completed.  The financial report is due to the Board on or before February 15 of each year.  The annual audit of such report and records shall take place in the first quarter of each year to be completed no later than March 31st of each year. The Audit committee will report their findings and conclusions to the Board for approval.  After approval of Board, audit report shall be distributed to membership via newsletter.

SECTION 11.   ASSETS

The business and property of the Association shall be managed by the Board of Directors.  The Association makes an annual donation to a worthy conservation cause in memory of all retirees or spouses who have passed in the previous year.  The Treasurer shall make the donation in January of each year.

SECTION 12.  DISSOLUTION OF ASSETS

In the event the Association is dissolved and no longer active, active members in good standing, shall be notified prior to dissolution.  All cash assets of the Association shall go to the Department of Fish & Wildlife as a dedicated funding source for the specific benefit of Fish and Wildlife Habitat improvement statewide.  These monies are not to be be used for otherwise normal budgeted operating expenses of the Department.

Any advance paid memberships shall be refunded to all members prior to the disbursement to the Department of Fish & Wildlife.  The Treasurer will immediately close all accounts associated with the Association when all funds have been cashed and are no longer available in order to avoid any additional fees or costs.

SECTION 13.  PRIVACY

Use of the directory, website, newsletter, e-mail list, and mailing lists are limited to business pertaining to the Association and its members and will never be sent or sold to non-associated persons or entities.  Members are not allowed to use member information for non-Association business or purposes.

The Association shall publish a directory every two years on even numbered years during the second quarter to include a list of member addresses, phone numbers and emails supplied by members.  Members may opt out of having their information included in the directory.  Directories shall only be sent to members who have paid dues within any of the previous three years.

 

As amended in 1979, 1983, 1987, 1992, 1997, 2001, 2006, 2008, 2014