Protocols

1. Submission of Applications

• Membership applications may be submitted in one of two ways:
  1. Online Submission – Completed application with credit card payment.
  2. Mail Submission – Completed application with check payment.

2. Notification of Receipt

• Upon receipt of an application and payment, the Treasurer notifies the Board of Directors.
• The notification must include the following applicant details:
  1. 1. Full name
     2. Contact information
     3. References
     4. Falconry status

3. Review Period

• The Board has two (2) weeks from the date of notification to review the membership application.
• Board members may provide comments, concerns, or objections within this two-week period.

4. Approval Process

• If no comments are received within the two-week review period, the applicant is considered approved and becomes a voting member of AFC.
• If comments, concerns or objections are received within the two-week review period, the Secretary will notify the Board and place a Stop on the approval process.  The Board will then vote via email yes or no to approve the application. 

5. Returning Members

• Lapsed Membership:
  • If the applicant was previously a member but their membership lapsed (expired without cancellation), the application is automatically approved.
  • In this case, no email notification is sent to the Board.
• Cancelled Membership:
  • If the applicant was a previous member who cancelled their membership, the application will not receive automatic approval.
  • The applicant must submit a new membership application for full review by the Board.
• Expelled Membership:
  • If the applicant was previously expelled, the applicant must submit a new membership application for full review by the Board.

The AFC election process is dictated by the Association’s bylaws. [Article II, Section 2 (a) (b) (c) (d), Section 3 (a) (b) (c) (d) (e)].

1. Timeline
   • Call for nominations starts: October
   • Nomination period: 2 weeks
   • Request candidates’ biographies: immediately after nomination period closes
   • Biographies period: 1 week
   • Voting starts: after biographies period
   • Voting period: 2 weeks
   • Results sent to membership: after voting period ends, no later than December 15-31.
2. Nominations
   • In order to nominate a candidate, Regular Members must be current with their dues and in good standing prior to submitting a nomination.
     1. If the nominating member’s membership has expired, they must renew it prior to submitting a nomination. 
     2. We will notify the nominating member about the expired membership and the need to renew it.
   • If a nominated candidate’s membership has expired, they must renew it before voting begins for their nomination to remain valid.
     1. The candidate will have one week after the nomination period closes to complete the renewal and submit biography.
3. Submitting Nominations
   • All nominations must be submitted exclusively via email to the election committee. Submissions sent through any other channels, such as postal mail, phone calls, verbal, or in-person delivery, will not be accepted.
   • The AFC Secretary will send a nomination confirmation email.
4. Voting
   • All voting is done electronically through a third-party website. Regular members will receive their ballot via the email address on file with the AFC Treasurer and Secretary. Members are responsible for keeping their email address up to date to ensure they receive the ballot.
   • Proxy voting is strictly prohibited.
   • All votes are confidential and securely processed. Each member receives a unique voting link or code to access their ballot, which helps ensure the integrity of the election without linking the vote back to the individual voter. This system guarantees anonymity while preventing duplicate or unauthorized voting.
   • Each member is entitled to one vote only.
   • A submitted vote cannot be canceled or changed.

1. Results
   • The results of the election will be conveyed to the members and candidates by December 15-31, unless extraordinary circumstances delay the notification.  In this case, members will be notified of the delay, and an anticipated date for the announcement of the results. The notification of results will include the percentage of votes cast for each candidate.

Treasurer’s Procedure Protocol

1. Membership Dues

• Collect all membership dues in a timely manner.
• Record all dues received in the accounting software.

2. Deposits and Bank Accounts

• Deposit all funds into the bank account.
• Maintain and reconcile bank accounts on a monthly basis.

3. Recordkeeping

• Keep accurate and up-to-date financial records.
• Maintain the official membership roster and update it as dues are received.
• Record all transactions into the accounting software with supporting documentation.

4. Invoices and Payments

• Upon receipt of an invoice, prepare and issue payment via check or electronic payment.
• Checks $500 or more: Require both the Treasurer’s and the President’s signatures.
  • After preparing and signing the check, mail it to the President with the invoice information for the President’s signature and mailing to the vendor.
• Checks under $500: Only the Treasurer’s signature is required.
• Electronic payments over $500: Require written approval from the President (email or signed document) before issuing payment.

5. Post Office Box

• Maintain the organization’s P.O. Box and ensure timely payment of annual fees.

6. Tax Filings

• File the annual IRS Form 990-N on time each year.

7. Financial Reports

• Provide financial reports to the membership.
• Include an income/expense statement, current bank balances, and outstanding obligations.